Job Summary:
The Administrative Assistant plays a crucial role in the smooth and efficient operation of our domiciliary home care office. This position provides comprehensive administrative support to the care coordination team, management, and carers, ensuring that all office functions run effectively to support the delivery of exceptional home care services. The successful candidate will be organised, detail-oriented, empathetic, and possess excellent communication skills.
Key Responsibilities:
1. General Administrative Support:
* Manage and maintain accurate client and carer records, both physical and electronic, in compliance with GDPR and company policies.
* Answer and direct incoming calls professionally and efficiently, taking messages accurately when required.
* Manage incoming and outgoing post, emails, and general correspondence.
* Prepare, format, and proofread documents, reports, letters, and other materials.
* Organise and maintain a tidy and efficient office environment.
* Schedule and coordinate meetings, appointments, and training sessions.
* Assist with the onboarding process for new carers, including collating documentation and maintaining personnel files.
* Support the Registered Manager and care coordinators with ad-hoc administrative tasks as required.
2. Client and Carer Support:
* Act as a first point of contact for general enquiries from clients, their families, and carers.
* Assist with the creation and distribution of care plans and risk assessments.
* Support the care coordination team in managing carer rotas, ensuring all shifts are covered and appropriately allocated.
* Process and track carer timesheets and expenses, liaising with payroll as necessary.
* Maintain confidentiality and exercise discretion in all communications and dealings with sensitive information.
3. On-Call Phone Responsibilities:
* When required, participate in an out-of-hours on-call rota (e.g., evenings, weekends, bank holidays).
* Respond promptly and professionally to urgent calls from clients, carers, and their families during on-call periods.
* Address immediate issues such as carer sickness, missed calls, client emergencies, or urgent changes to care schedules.
* Liaise with relevant stakeholders (e.g., emergency services, senior management) as per established protocols.
* Document all on-call incidents and actions thoroughly and accurately, ensuring proper handover to the office team.
* Exercise sound judgment and problem-solving skills under pressure to resolve issues effectively.
Qualifications and Experience:
* Proven experience in an administrative support role, ideally within a healthcare, social care, or domiciliary care setting.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning new software/systems.
* Excellent written and verbal communication skills.
* Strong organisational skills with the ability to prioritise tasks and manage time effectively.
* High level of accuracy and attention to detail.
* Ability to work independently and as part of a team.
* A compassionate and empathetic approach.
* Knowledge of data protection (GDPR) principles.
* Willingness and ability to participate in an on-call rota as required.
Desirable Skills (but not essential):
* Experience with domiciliary care management software (e.g., CarePlanner, PeoplePlanner, Care Manager).
* Understanding of CQC regulations and their impact on administrative processes.
Personal Attributes:
* Reliable and punctual.
* Proactive and takes initiative.
* Calm and composed under pressure.
* Professional and presentable.
* Respectful of confidentiality.
To Apply:
Please submit your CV and a cover letter outlining your suitability for this role to [email protected]
Job Type: Part-time
Pay: From £12.50 per hour
Benefits:
- Casual dress
- Company pension
- On-site parking
- Sick pay
Schedule:
- Monday to Friday
Language:
- English (preferred)
Work Location: In person
Reference ID: Admin Assistant
Expected start date: 16/06/2025
