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Job Overview
We are seeking a compassionate Office Administrator to join our team who is responsible for managing the day-to-day administrative tasks at our Head Office. Essentially, ensuring the smooth operation of the office environment by providing comprehensive administrative support to staff and management.
Duties and Responsibilities
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Manage day-to-day office operations, including answering phones, responding to emails, and handling correspondence.
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Maintain and update client records, and staff schedules using our database systems.
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Coordinate with care staff, clients, and external stakeholders to ensure efficient service delivery.
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Assist with recruitment, onboarding, and training of new care staff.
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Process timesheets, and expenses accurately and in a timely manner.
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Monitor and order supplies, ensuring the office is well-stocked and organised.
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Support the management team with administrative tasks, including preparing care review reports and organising meetings.
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Ensure compliance with company policies, procedures, and regulatory requirements
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Supporting operations department in any tasks as per business requirements
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Assist the care coordinators in adding a care plan, urgent call allocations and cancellations
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Communicate information to staff and service users via message, emails, and phone calls
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Add notes on One Plan about service user's information.
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Send emails and notify the coordinators on matters that need their attention.
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Encourage carers to give more detailed report in the reports forwarded to the office – this needs to be specific
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Take minutes of Office meeting or any other meetings
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Prompt the manager when office stationery and PPEs are running out of stock. – could they be responsible for monitoring the PPE stocks
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Restock PPE’s and Ensure the office is tidy and the bins are empty
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Shop for the office whenever necessary.
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Prepare and make folders office and home folders as and when required
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Organise, prompt and prepare meeting minutes for both the management and staff meetings
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Prepare, collect, and audit logbooks and MAR charts
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Post letters and receive deliveries.
Requirements
-Previous experience in the UK, thriving in an administrative role - can be useful
-Effective multitasking and a unique ability to handle the unexpected are essential qualifications for the position
-Proven experience in an administrative role, preferably within the healthcare or care sector.
-Strong IT skills, including proficiency in Microsoft Office (Word, Excel, Outlook) and database management.
-Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
-Exceptional communication skills, both written and verbal.
-A proactive and problem-solving attitude, with a keen eye for detail.
-Knowledge of social care - domiciliary care and supported living services and regulations is desirable but not essential.
-Good understanding of office management software and ability to work effectively with other colleagues in a team