Job Description – Care Coordinator Job Title: Care Coordinator Reporting to: Registered Manager Workplace values: The post holder will be expected to operate in line with our workplace values which are: Integrity Excellence Teamwork Fun Overview: To conduct effective coordination of Carers to ensure that clients receive excellent quality care and support to keep them safe and comfortable in their own homes. A supportive and calm manner together with excellent organisational and communication skills are vital to excel in this role. Key responsibility Ensure that Carers are appropriately rostered and allocated to clients so that care is delivered on time, safely and in line with clients wishes (as agreed in their care and support plan) and aligns with the agreed availability of Carers. To strive to achieve optimised scheduling that meets the needs of both clients and carers. Duties: The Care Coordinator’s duties include Maintaining professional Communications To always represent the Company professionally, on the telephone, face to face or in written correspondence To ensure that telephones are promptly answered, and people are spoken to in a polite and respectful manner. Use systems to record and monitor mileage and travel distances and work to improve efficiencies To keep the Registered Manager informed of any urgent matters or issues To produce reports as required by the Registered Manager and franchisee To maintain accurate records in scope of role To always speak calmly and professionally to clients and their representatives. Distribute staff rotas at agreed intervals. Talk to clients and their chosen representatives about their care and support, taking account of different communication needs and levels of understanding. Coordinating and Scheduling Coordinating and scheduling responsibilities involve prompt and efficient handling of new client referrals for care and support Process any changes to their required care and support needs. Ensure adequate coverage to deliver care and support in accordance with clients' personal care plans. Schedule carers to provide care and support to clients, while taking into account their skills, experience, and availability to safely deliver the care and support plan. Account for client preferences and care needs, as well as travel arrangements, routes, and working patterns Working with staff To be responsible to the Registered Manager for the day-to-day service provision to the Clients by producing detailed work schedules for the Carers and providing electronic and verbal instructions/guidance to them Liaise with the Registered Manager, franchisee, or recruitment manager to ensure the right number of Carers, with the right skills mixes, are recruited to meet the needs of the business. Arrange cover for carers absence Ensure the carers are getting adequate work/life balance by creating them a weekly schedule that gives them enough hours, but not more than they are able to comfortably achieve. Maintain and improve quality and compliance To be aware of the Quality Assurance Policy of the Company in the provision of a quality service to the Clients To be conversant with the CQC regulations and legislation governing the service To always maintain confidentiality and carry out the Company’s Confidentiality Policy To report any issues regarding the legislative requirements concerning the services provided and the staff providing them to the Registered Manager. Make sure that accidents and incidents are recorded, reported and acted upon. Work well as part of the Walfinch team Work flexibly to meet business needs Work with the office team to maintain up to date electronic and, where required, handwritten records. Carry out general office duties. Prepare reports as required as required by the Registered Manager. Take joint responsibility for the retention of care staff Take part in the out of hours emergency on-call rota as and when required. Effectively deal with emergency on-call issues e.g. covering calls either directly or indirectly when carers are sick or absent. Record emergency calls and pass the information to appropriate parties and report any concerns immediately. Role specification: The Care Coordinator must have the following skills, knowledge, and experience to carry out the role: Essential criteria: Personal Attributes: Dedication and commitment Professional, respected, and understanding of professional boundaries Effective team player Proper planning and organisational skills – time management Sound understanding of the principles of good care Ability to cope under pressure Calm and patient Ability to deal with change Ability to empathise and be understanding Flexible and reliable Dedicated to non-discriminatory care practice and respectful towards people from different backgrounds and beliefs. Innovative problem-solver who can think outside of the box. Supportive team player with excellent emotional intelligence. Passionate and fun, who understands the value of bringing joy and happiness to a client's day. Experience and Skills: Computer literate Ability to maintain clear and accurate written records and follow statutory reporting procedures. Understanding of confidentiality in relation to home care services and why it is essential. Good administrative and IT skills, with high attention to detail and accuracy People management skills Excellent communication skills written and verbal Willingness to follow Walfinch's policies, procedures, and instructions. Flexibility and commitment to updating knowledge and skills regularly. Desirable: Professional qualification Good geographical knowledge of the local area, including roads, routes, and traffic levels Experience using rostering software Experience as a coordinator Understanding of legislation concerned with care provision Understanding of ethical care principles Full driving licence