Job Description

Overview

A great opportunity has arisen for a relief Administrator in our homes. Fully flexible to work around school times etc.

Unfortunately, we are unable to offer Sponsorship for this position.

We are seeking a highly organized and detail-oriented Administrator to join our team. The ideal candidate will possess strong office experience and excellent computer skills, with a proven ability to manage administrative tasks efficiently. This role offers an opportunity to contribute to the smooth operation of our organization through effective coordination, data management, and communication. The successful applicant will be proficient in Microsoft Office, Google Workspace, and QuickBooks, with a solid background in clerical and administrative functions.

Acting as administrative support to the Home Manager and Deputy Manager, including (but not exclusively);

Maintaining the office environment to a high standard of cleanliness, organization and professionalism

Being the first point of contact for the home in a friendly, helpful and professional manner

Screening telephone calls, enquiries and requests and handling them within the limit of the role or redirecting to the necessary person

Monitoring the home's email address and any incoming e-mail, faxes and post, redirecting as required.

Forwarding of any relevant correspondence to the central office, other homes or external agencies in a timely manner

Maintaining the home diary and calendar

Arranging meetings such as care reviews, welcoming meeting participants and facilitating the meeting e.g. refreshments and resources

Liaising with the Relationships & Development team regarding upcoming reviews and / or plans for reviews.

Typing of any company documents under the instruction of the manager or deputy manager such as transition notes/meeting minutes /residents information /care plans/risk assessments/ hospital passports/missing persons/investigation notes/DoLs renewals/timeline of events/return to works/creating new documents

Management of records within the office including filing, archiving and confidential waste, keeping resident and staff records up to date

Maintaining the 'Circle of Support' contact details for families and professionals within Care Vision system and ensuring any changes are circulated to the central office team as required

Supporting the management and senior team to undertake a daily check of petty cash and resident monies and ensuring sufficient levels are maintained

Maintaining levels of stationery and ordering supplies for the home as required within the organizations purchase request system

Circulating information as requested by the homes management or senior team, as well as any requests from the central office

Communicating with parents - Emailing on a regular basis and sending pictures of activities in line with relevant data protection requirements

Updating and monitoring the Care Vision care recording system, i.e. alerts, care planning and documents, under the direction of the manager or deputy manager

Working with the rota planning and employee management system (Access) to support the manager in implementing Rota's, checking the rota system to ensure the home has adequate staffing in advance and helping other homes to cover their staffing needs

Arranging staff cover as directed during sickness, within the staff team, but also casual workers

Reconciling and collating information ready for the wages via the Access rota system

Generating reports and processing information from the care management system or employee management system to provide to the manager or deputy as requested

Supporting the management and senior team in taking advantage of local activities and events

Supporting in the requesting of maintenance via the digital maintenance request system (MaintainX) and monitoring updates / comments

Supporting the home manager and deputy manager in planning for and participating in regular quality assurance reviews, including having oversight of the on-going improvement plan

Supporting the home manager, deputy manager and compliance department in ensuring relevant quality assurance checks are carried out and action communicated where relevant

Keeping the home up to date with various health and safety checks such as monitoring expiry date and booking in of visits, in collaboration with the quality assurance team and home management team

Supporting the home management team and Compliance Team in collating information for various contract or compliance monitoring processes, such as the daily NHS Capacity Tracker, Sundown Tracker, CQC Provider Information Return and any other data information requests as they arise

Ensuring up to date company documentation such as Statement of Purpose, registration certificates, insurance certificates and policies and procedures are displayed within the home

Supporting the home manager and deputy manager in monitoring supervision and appraisal thresholds, booking in of meetings with staff, typing up or filing of supervision records and maintaining the supervision / appraisal tracker

Working with the Training & Development Team and home management team to monitor training compliance thresholds, book employees on training, communicating training dates with employees, and communicate absences or issues to the training team

Supporting the home manager and deputy manager in the new employee induction process, for example ensuring they have their induction file, are assigned a mentor and maintaining monthly review dates

Supporting the home management team in maintaining HR processes and records with the HR system (Access), triggering of events and ensuring the all relevant documents are completed and uploaded to the system

Supporting the home management team in ensuring employee accidents are recorded and reported via the Access HR system

Supporting the home management team in implementing the absence management system such as booking in of return to work interviews and uploading records to the HR system

Work closely with the central office departments, other health and social care colleagues to ensure information is shared in a timely manner, in line with data protection requirements

On-going support in terms of COVID-19 processes, such as contact tracing, sharing of isolation information, facilitating of home COVID testing processes (LFD and PCR), supporting communication in the event of an outbreak

Supporting the team in maintaining an appropriate social media presence on the home's Facebook page, for example uploading posts or event pictures, ensuring confidentiality is maintained

Completion of Return to Work interviews where this is appropriate in support of the senior and management team.

Perform other related duties as required

Essential:

Polite

Approachable

Common sense approach

To remain calm under pressure

Possess integrity and honesty

Experience of office administration

Recent working experience and a good knowledge of the Windows environment and its applications, especially Word and Excel

Attention to detail and accuracy

Ability to work to tight deadlines when necessary

Effective communicator

To be able to work independently and using own initiative

Excellent organisational skills

Adaptable to change

Desirable:

Experience within a residential care setting, preferably learning disability

Experience working with clinical screening tools and medication systems

An understanding of Residential Care Homes

Level 2 Business Administration Diploma or level 3 Lead Adult Care Worker

Medication training & competency

Previous experience of working with a clocking in rostering system

Previous experience of care management systems

Job Type: Temporary
Contract length: 12 months

Pay: 13.29 per hour

Expected hours: 8 - 40 per week

Benefits:

Canteen Casual dress Company events Company pension Discounted or free food Employee discount Free flu jabs Free parking Health & wellbeing programme On-site parking Referral programme
Work Location: In person