Job Description

Job Summary:

The Office Administrator plays a critical role in the smooth operation of ASK Care Ltd by providing administrative support to the care team and ensuring that all office-based tasks are completed efficiently and accurately. This includes managing client and staff records, assisting with scheduling, handling communication, and ensuring that the company is compliant with regulatory requirements.

Key Responsibilities:

1. Administrative Support

Client Records Management: Maintain accurate, up-to-date client records, including care plans, personal details, medical history, and any changes to care needs. Staff Records: Manage staff files, ensuring all documentation is accurate and up to date, including DBS checks, right-to-work documentation, training records, and performance reviews. Data Entry: Input data into care management software and update systems regularly to ensure information is current, including internal audits.
2. Scheduling & Coordination

Staff Scheduling: Assist in the scheduling of care assistants, ensuring that shifts are filled and that there are no gaps in coverage for clients. Coordinate with the Field Supervisor and Care Coordinator to address last-minute changes. Client Visits: Assist with managing and organising client appointments and home visits, ensuring care assistants are aware of their schedules and any changes. Shift Changes: Communicate shift changes to staff and clients in a timely manner and help resolve any issues that arise.
3. Communication & Correspondence

Telephone & Email Management: Answer phone calls and emails, providing information to clients, staff, and external agencies, and directing inquiries to the appropriate team member. Client & Family Communication: Assist with communication between care assistants, clients, and family members to ensure care needs are met and issues are promptly addressed. General Correspondence: Send out letters or emails related to client care, staff issues, or other relevant matters.
4. Compliance & Quality Assurance

Regulatory Compliance: Ensure that client and staff records meet CQC standards and that all necessary documentation is completed in accordance with regulatory requirements. Health & Safety: Assist with maintaining health and safety records, such as risk assessments, incident logs, and insurance documentation. Training & Documentation: Ensure that staff training records are maintained, and assist with scheduling training sessions for new and existing staff.

5. Office Management

Stock Management: Keep track of office supplies and ensure that the necessary materials (e.g. Office equipment, PPE, stationary) are stocked and available. General Office Duties: Perform other office-based administrative duties as required, including filing, organizing documents, and maintaining the filing system (both physical and digital). Client & Staff Support: Provide general office support to the Care Manager, Field Supervisors, and other team members.

Skills & Qualifications:

Essentials:

Experience: Previous experience in an office administrative role, ideally in a healthcare or domiciliary care setting. Qualifications: GCSEs or equivalent in English and Mathematics (Grade C or above). Additional qualifications in business administration or healthcare-related fields are desirable. Communication Skills: Excellent verbal and written communication skills, including the ability to interact with clients, staff, and external stakeholders in a professional and friendly manner. Confidence in communicating in other languages will be desirable. Organisational Skills: Strong organisational and multitasking skills, with a keen eye for detail. IT Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience using care management software or similar administrative tools. Confidentiality: Understanding of the importance of confidentiality and data protection, especially in relation to client and staff records. Problem-Solving: Ability to work independently, solve problems, and manage issues efficiently in a fast-paced environment.

Desirable:

Experience in Care: Previous experience in the care sector (especially domiciliary or home care)is highly advantageous. Time Management: Ability to prioritise tasks and work under pressure to meet deadlines.

Key Competencies:

Attention to Detail: Ensure all records and documentation are accurate and up-to-date. Adaptability: Ability to adjust to changing priorities and work in a dynamic environment. Team Player: Ability to work collaboratively with care staff, management, and external partners. Client-Focused: Providing excellent service to clients, families, and team members to ensure satisfaction and quality of care, in the languages they best can understand.
Job Types: Full-time, Temporary
Contract length: 12 months

Pay: 22,500.00-22,550.00 per year

Benefits:

Company pension
Work Location: In person