Care Office Administrator - #1730882

Reception• Responsible for answering the telephone and transferring calls to colleagues asappropriate, taking messages and handling general enquiries, maintaining a high level ofcustomer service.• Taking messages for all staff, ensuring clear information and contact details are included.• Meeting and greeting visitors to the premises and directing them as appropriate. Holdingthe door entry phone remote control during office hours and admitting and responding tocallers.• Reminding visitors and volunteers to sign in the visitors’ book in the lobby and issuing visitors passes as required.• Meeting those making deliveries and directing them to the appropriate flat or office,ensuring no deliveries are left in the lobby area

Financial Support• Managing petty cash and distributing monies in accordance with our financial procedures, keeping accurate records and undertaking a monthly reconciliation with thefinance team.• Collecting, securing and recording cash for all transactions in the office, including but not limited to guest room fees, laundry tokens and activity contributions from customers, providing reports to the finance team in a timely manner.• Completing the weekly staff and invoicing spreadsheets and assisting with invoicing and credit control, where required.• Checking invoices for goods received and agency services provided, attaching supporting documentation as needed. Raise any queries with the relevant supplier and ensuring invoices are authorised by the Care and Support Manager and returned to the finance team in a timely manner• Setting up purchase orders for care and support as agreed by Care and SupportManager, ensuring these are signed, copied to the finance team and filed promptly

Office Management• Responsible for all filing in the care and support office• Maintaining all records, files and other information, whether hard copy or electronic, in a clear and logical way, ensuring that filing is up to date and confidentiality is maintained. This includes but is not limited to staff HR files, client files and care plans, timesheets, call schedules, signing in sheets, etc.:o Set up and maintenance of tenant fileso Monthly audit tenant files o Set up and maintenance of staff fileso Monthly audit of staff files • Providing a secretarial service to the care and support staff, assisting them with correspondence, appointments, messages and general communication where required.• Ensuring a supply of routine forms are printed and available to the office management team and support staff, including but not limited to signing in sheets, timesheets, annual leave and rota request forms and customer related forms such as complaints forms, medication error forms and accident and incident report forms.• Taking minutes and servicing meetings where required including team meetings• Archiving information in accordance with the our document retention policy. Preparing items for storage in the company off-site storage facility and where needed liaising with the Corporate Officer for their retrieval.• Ordering personal protective equipment (PPE), and assisting care and support staff in ordering other items as required. Monitoring available stock of PPE, ensuring a supply is always available on site• Maintaining up to date information about suppliers, ordering procedures and on-lineinformation.• Ensuring contact details and telephone numbers for clients’ next of kin and powers ofattorney are kept up to date.• Undertaking general clerical duties as required including photocopying, scanning and sending documents. Ensuring all post received daily is distributed to the correct recipient in a timely way.

Communication and Marketing• Assisting with the production and distribution of the Newsletter and othercommunication with tenants, relatives, volunteers, staff and external stakeholders.• Supporting activities staff by meeting volunteers and helping to ensure the room isready for each activity• Acting as an ambassador at all times and helping with marketing services where required.

Human Resources• To maintain staff Human Resources files and Learning and Development records, ensuring confidential and secure storage, in accordance with Data protection requirements.• To assist with recruitment of staff including sending application forms and other information in response to enquiries, receiving application forms, arranging interviews as requested and preparing papers in advance, filing recruitment records and dealing with post interview correspondence (regret letters, offer letters, etc.).• Processing pre-employment checks and maintaining a stage-by-stage record of progress for appointed staff in a timely fashion, drawing any problems to the attention of the Care and Support Manager.• Assist with induction of new starters • Maintaining staff training records, including a schedule of up-to-date training requirements and where required liaising with training providers and arranging and booking training for staff.• Maintaining staff records on Breathe HR system by o ensuring all relevant documentation is scanned and attached to staff recordso recording ID informationo registering staff sickness - date started, return to work and recording actualdays missed for shift workers in a timely manner, scanning return to workforms when relevant manager has completed return to work interviewo conducting regular checks of staff records to ensure that any notificationsrequiring action are escalated to the relevant line manager (e.g. right to work)o Monitoring the policy library and escalating absent read requests to linemanagers• Reconciling staff timesheets to the signing in book and weekly sheets, drawing any discrepancies to the attention of the Care and Support Manager. Presenting timesheets to Care and Support Manager for authorisation on a weekly basis

Maintenance of Electronic Care database• To work closely with the Care and Support Manager and Team Leaders to ensure theelectronic database for the clients is kept up to date and accurate including:o Care and Support planso Risk assessmentso Medication• To work closely with the Care and Support Manager and Team Leaders to ensure theelectronic database for staff is kept up to date and accurate including:o Rotaso Call scheduleo Holidayso Sickness

General Requirements and Other Duties• To attend meetings as required.• Organising care team meetings on a six-weekly basis o setting up schedule in advanceo booking roomo ensuring all staff aware of dates and timeso maintaining list of those due to attendo typing up minutes for approval by Care and Support Manager• To attend supervision meetings, staff meetings and training sessions and coursesincluding meeting mandatory training requirements.• To maintain confidentiality at all times and adhere to the the Confidentiality Policyand other relevant policies and procedures.• To implement and follow the Care Equality and Diversity Policy• To promote a positive image of the by maintaining a professional approachand appearance at all times and by promoting community awareness of the Associationand its services.• To assist in the maintenance of a safe and healthy working environment by ensuringadherence to Health and Safety Policies and Procedures.• Report any concerns about the welfare of tenants to the Care and Support Manager orTeam Leaders and to adhere to the Safeguarding Policy• Comply with, and ensure adherence to, data protection requirements.• Comply with all organisational policies and procedures• Carry out any other reasonable duties as required by the organisation.