Overview
The purpose of this role is to provide proactive administrative support to Home Orchard's Business Operations and HR administrative processes.
Key Responsibilities
* Ensure the homes' filing and data retention system is developed and maintained (online, digital care system and paper)
* Ensure the main office is well-maintained and information displayed on the notice board is correct, up to date and available
* Welcome all visitors to Home Orchard and the visitor's book is completed.
* Answer the telephone promptly and deal with enquiries in a helpful, courteous, and welcoming manor
* Always maintain confidentiality. All information of a confidential nature must not be shared with a third party
* Liaise and build relationships with relatives, residents, outside professionals, and visitors
* Order supplies and equipment.
* Record office petty cash expenditure and ensure it is accurate
* Provide administrative and other support for any tasks and projects as may be requested from time to time by the management / administration team
* Consistently complete all duties and tasks to the high standard required by this position
* Adhere to and support the implementation of Home Orchard's HR policies & procedures
* Provide administrative recruitment support (eg. completing pre-employment checks, DBS and Right to Work checks and reference requests)
* Ensure induction packs are ready for new starters, and new start paper work is completed
* Accurately maintain records and renew DBS checks for existing staff
* Maintain personnel files and general HR filing - both online and paper based. (where required)
* Support in ensuring staff holiday requests are actioned appropriately and to record all holiday and sickness absences.
* Administer staff meetings (agendas, communication, minutes, memos)
* Note / minute take for Disciplinary/Grievances and other staff and Management meetings when required
* Assist the admin team to co-ordinate staff training including Diplomas and statutory training.
* Support in maintaining staff training records
* Develop and maintain up to date knowledge of legislation including CQC legislation
Health and Safety
* Understand, maintain, and develop safe working practices
* Support people who use our service in learning safe working practices
* Be familiar with the home and individual Service Users risk assessments
* Ensure lists of equipment receipts and warranties are updated and maintained.
* Ensure Emergency files are updated
* Participate in guidance and supervision sessions
* Willingness to receive and give feedback
* Promote safe working practice within the office and Homes
* Report to the Operations Manager any safety concerns promptly as they arise.
Other responsibilities
* To safeguard and promote the welfare of vulnerable adults.
* To promote equality of opportunity and access to all.
Personal Specification
Experience & Knowledge
Essential
* Proven experience in a busy administrative role.
* Strong proficiency in Microsoft Office (Word, Excel, Outlook).
Desirable
* Previous experience working within an HR function.
* Familiarity with CQC (Care Quality Commission) regulations or the Health and Social Care sector.
Skills & Abilities
Essential
* Ability to manage multiple priorities and meet strict deadlines
* High standard of written English for drafting contracts, newsletters, and minutes.
* Attention to Detail
* A welcoming and professional manner.
* Strong communication skills
Personal Attributes
Essential
* Integrity: A deep commitment to maintaining confidentiality and handling sensitive data with discretion.
* Proactive Mindset: Someone who looks for ways to improve ways of working
* Value-Driven: A genuine commitment to the safeguarding and well-being of vulnerable adults.
* Resilience: Ability to remain calm and helpful in a fast-paced environment.
Job Types: Full-time, Part-time, Permanent
Pay: £13.89-£15.24 per hour
Expected hours: 24 – 40 per week
Work Location: In person