Office Administrator

Job summary

Purpose of the Role:

To ensure all office audits and paperwork are filed and up to date.

Key Tasks:

To assist the management with all administration within the office, which may include:

• Checking weekly timesheets and auditing mileage
• Assigning training to staff
• Arranging in-house training
• Ensuring all learning platforms are up to date
• Chasing staff to complete their training within the time scale
• Updating training audits and filing all certificates
• Ensuring all the service users’ and staff files are kept up to date
• Archiving documents as per the UK Data Protection Act 2018 and GDPR
• Working co-operatively as part of a team to provide administrative support
• Ordering office materials
• Taking client invoice payments
• Preparing monthly wages and invoices
• Inputting data on Microsoft Excel (staff holidays, annual leave calculations)
• Answering office telephone calls and taking messages as and when needed
• Communicating clearly when emailing, texting, and speaking over the phone
• Liaising with the senior carers regarding spot checks/ reviews that are due
• Informing the manager of appraisals that are due
• Attending office staff meetings
• Maintaining a clean and safe office environment
• Helping with Mobility2U sales and ordering stock, including wheelchair hire and taking card payments

Responsibilities:

• Accurately passing on relevant information about service users to management
• Assisting senior staff so that the individual plan of care may be regularly reviewed and updated.
• Reporting any accidents or incidents immediately to management
• Working as a team player and demonstrating loyalty, flexibility and commitment and a desire to make a difference in people’s lives
• Always maintaining confidentiality
• Protecting service users’ human rights
• Not providing or accepting a standard of care or behaviour below than expected by the company
• Reporting to management if you feel a colleague’s work practices has fallen below this, including use of the whistle-blowing procedures, if necessary
• Always promote a positive and professional working environment when communicating with coworkers, service users/ families and friends, multi-disciplinary teams, and GPs.
• Clear and concise input of data, to ensure the company is working within the CQC key lines of enquiry.

Benefits:

·  Free parking on the premises

·  Automatic enrolment in the company’s pension scheme

·  Support and mentoring via office staff: Manager, Care Coordinator, Quality Assessor, and Recruitment Officer.