Job Description: Office Administrator
Full Time
Reports to: Registered Manager
Hours of work: Monday to Friday 9am – 5pm
This post offers an opportunity to be part of a dynamic, friendly team, within the healthcare sector. We make a real difference everyday, supporting people to live full and independent lives in their own homes. This position forms a key part of our office team, helping to ensure the safe and responsive delivery of care to our customers as well as providing effective and timely support to our team of carers in the community, as well as liaising effectively with our stakeholders and health professionals. You will need to be organised, a good communicator and work well under pressure. You will possess very good computer skills, be experienced and competent in using Office 365. Experience in the provision and delivery of care and support is highly desirable as this insight is key to understanding our customer’s needs as well as other’s roles and the day-to-day challenges they face. Your ability to problem solve and implement solutions will be fundamental in a role where change and disruption is a usual part of every day. Although fully supported and advised by a very experienced Management team you will need the ability to work unsupervised and proactively. You will require an enhanced DBS check to be carried out.
Responsibilities:
This role is multifaceted and will cover a broad spectrum of activity. The core responsibilities are as follows:
General Office Duties
· Answer phone and confidently deal with queries from Staff, Customers and Health Professionals. Ensure that messages are taken and directed to the correct person. Follow up to ensure we are responsive.
· Support the Registered Manager, taking minutes of any official meetings.
· Make calls to Customers and Staff to inform of any events or changes which may impact on their day, such as changes to visit times, rotas etc.
· Check email traffic on the shared NHS Mailbox, alerting Management if necessary and responding where appropriate.
· Maintain office paperwork such as signing in book.
· Print all necessary documentation for the updating of hard copy files and Customer folders.
· Help to keep the office environment clean and tidy
Update and maintain the cloud-based filing system.
· Maintain our computer-based filing systems and ensure that data is uploaded and updated as required.
· Create and maintain documents and records in accordance with the latest needs of the business and in line with brand rules (logos etc)
· Securely deal with sensitive documents and information in line with Data Protection protocols
Care Management System
· Maintain our cloud-based Care Management system ensuring that our staff and Managers have the very latest and relevant information. Changing rotas where necessary should there be cancellations or time variations.
· Ensure all changes are communicated to Customers, Staff and Managers
Office Machinery
· Look after printers, scanners, and any other office equipment to ensure the flow of work is as unaffected as possible.
· Manage stationery stock levels.
· Check adequate PPE is in stock and available for staff.
Other duties
· Help to coordinate team meetings, events and customer coffee mornings.
Job Types: Full-time, Permanent
Pay: £26,000.00-£27,000.00 per year
Benefits:
- Company events
- Company pension
Education:
- GCSE or equivalent (required)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
