Job Description

Objectives

1- To be a supportive and efficient point of contact within the Citta Care Team and when communicating with people and external contacts.

2- The administrative systems that enable Supported Housing to function smoothly will be accurate, maintained, up to date and effective.

3- Citta Care's values are promoted and upheld, all practices are free from discrimination, and our work fosters a culture where safeguarding people is at the heart of what we do.

General

Administration

Be responsible for the day-to day running of the office.

To receive and respond to incoming telephone calls and visitors (where applicable), and taking appropriate action and messages as required. Develop and maintain administrative systems within the projects, including ICT systems and facilities. Action e-mail enquiries and any post, distributing to the team where appropriate and updating relevant records Support the regular communication and information sharing within the team and projects. Follow and support day-to day premise management tasks (H&S testing regime, reporting equipment faults, maintenance issues etc) Inform team about updates to administrative systems, policies, protocols and raise items at team meetings. Support the maintenance, filing and storage of confidential records ensuring compliance with Citta cares confidentiality policy and GDPR. Take minutes of meetings as appropriate and communicated with the team in a timely manner Monitor staff logistics for health and safety and communication purposes, processing information relating to absence, leave, sickness or changes to weekly rota. Taking on other tasks and responsibilities appropriate to the level of the post as the work develops. Prepare invoices and ensure that they are logged onto the appropriate system. Photocopy and scan documents when necessary. Be aware of CQC standards. Complete mandatory training Share information, where appropriate, with key partners, working to data protection and Caldecott principles.
Buildings

Ensure regular and annual H&S, building and fire checks are up-to-date, recorded and actioned as appropriate Liaison with landlord regarding any building issues alongside line manager and management team Ensure cleanliness of projects liaising with line manager and management team to address any issues
Health and Safety

Implement health and safety checks and remedial action, reporting on H&S matters to line manager and management team Check that that any accident or incident has been correctly recorded/reported Ensure regular fire drills are conducted and keep records updated Maintain first aid kits Report on areas for improvement to the team and management Ensure all Citta Care staff and residents are following the current government and Citta care guidelines
Statistics and Monitoring

Collection and data input and statistical information using databases and spreadsheets Maintenance of records and files both manual and computerised Supporting the production of monitoring data as part of reporting to funders in line with contractual requirements
Recruitment and staffing

Have a full understanding of Citta Care's recruitment and selection policy and follow the recruitment process for all new starters. Liaise with the management team regarding current vacancies and recruitment advertising. Support the recruitment process, including booking interviews for relevant posts. Liaise with all parties enquiring about job vacancies, ensuring that appropriate and timely action is taken. Book agency/bank staff, as directed by the Manager, in line with the company's authorisation process. Log and keep up-to-date records of all staff sickness and absence, updating management on queries, including long-term absence. Keep up-to-date records regarding working time regulations for all members of staff after the manager has identified any for whom this may be applicable. Maintain all staff files to a good order. Liaise with HR in the event of any sensitive staffing issues. Record and keep up to date staff annual leave, on the electronic system. Control business priorities through planning and checking on tasks and targets including training, visas and work permits.
Qualifications and attributes

Strong organisational and methodical approach to work with particular attention to detail Proficiency in using Microsoft Office Experience of working in an administrator role within a similar, busy environment would be beneficial Strong communication skills, both oral and written Excellent interpersonal skills including a polite and professional approach

This

job

description

is

not

exhaustive

and

other

duties

may

be

required

according

to the needs

of

Citta Care.

Job Types: Part-time, Permanent

Pay: From 12.76 per hour

Expected hours: 25 per week

Benefits:

Company events Company pension
Ability to commute/relocate:

Canterbury: reliably commute or plan to relocate before starting work (preferred)
Education:

A-Level or equivalent (preferred)
Experience:

Administrative: 2 years (required)
Language:

English (required)
Work Location: In person

Application deadline: 22/08/2025
Reference ID: CittaCare
Expected start date: 01/09/2025