JOB TITLE: Office administrator
SALARY: £15.00 per hour
CONTRACT: Part time/Full time
HOURS: up to 40 hours per week
REPORTS TO: Registered Care Manager
Job Overview
Total Health Support and Training Services is a dedicated organisation that provides both domiciliary care and supported living services to individuals with vulnerabilities and disabilities. As we continue to grow, we are seeking a highly organised and proactive Office Administrator to support the management team and ensure the smooth operation of administrative and managerial tasks. The ideal candidate will be responsible for ensuring the smooth operation of our office by performing a variety of administrative and clerical tasks. This role requires proficiency in data entry, excellent phone etiquette, and familiarity with tools such as Google Suite and Ms Office. The Office Administrator will serve as a key point of contact for both internal and external stakeholders, contributing to the overall efficiency of the organisation.
Responsibilities:
· Manage day-to-day office operations, ensuring an organised and efficient work environment.
· Perform data entry tasks accurately and in a timely manner.
· Handle incoming calls with professionalism, providing excellent phone etiquette.
· Maintain office supplies inventory and place orders as necessary.
· Assist with financial record-keeping using electronic monitoring system, including invoicing and expense tracking.
· Prepare documents, reports, and presentations as required.
· Support team members with administrative tasks, including scheduling meetings and managing calendars.
· Ensure all office equipment is maintained and operational
· Liaise with GP/DN to ensure clients health and their wellbeing are monitored by relevant professionals
· Assist with liaising with clients and staff members to ensure all calls are begun and completed in a timely fashion.
TYPICAL WORK ACTIVITIES MAY INCLUDE:
· Direct queries/complaints to managers as appropriate
· Monitoring email alerts to ensure calls are completed and any discrepancies (missed check ins) are raised and resolved quickly and effectively and clients informed/reassured
· Setting up meeting/training/induction rooms, organising refreshments for meeting/training/induction and events
· Communications-organising faxes, sending emails and answering or making telephone calls as directed
· Receiving, sorting and distributing posts
· Organising, filling and photocopy of staff and service users’ file
· Typing, setting up staff induction pack, service users and staff personnel file.
· Processing job applications and booking interviews.
· Managing Annual staff leave and sickness dairy
· Working together with the team in updating staff training and booking staff training
· Supporting Care Manager in processing DBS (CRB)
· Ensuring that all forms are updated and available for staff
· Send text to staff reminding them of their trainings/meeting supervisions, changes to clients’ meds, complaints or compliments from client, call cancellations etc.
· Excellent interpersonal skills
Experience:
1. Proven experience in an administrative or clerical role is preferred.
2. Strong organisational skills with the ability to prioritise tasks effectively.
3. Proficient in using Google Suite applications (Docs, Sheets, Drive) and MS Office.
4. Excellent typing skills and attention to detail are crucial.
5.Ability to work independently as well as part of a team in a fast-paced environment.
Benefits:
· Free/on-site parking
· Company pension
Work Location: In person
A DBS check will be required for the successful applicant (conducted after a job offer is made).
Pay: £15.00 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
