A very busy care organisation based in Smethwick is looking for an admin assistant to join the team.
The candidate will be aware and competent in the ACCESS system and the People Planner System, which is our rostering and scheduling system.
Responsibilities
* Ensure the smooth running of the reception by answering phone calls and transferring calls to relevant individuals, as well as receiving visitors and ensuring signing in and out procedures are adhered to.
* Distribute and monitor incoming post.
* Work in conjunction with the services team/managers to ensure files and records are kept up to date, e.g., service user records and new referrals.
* Oversee the absence inbox and record all care staff absences/sicknesses on relevant systems to enable management to access up-to-date reports.
* Find cover for sicknesses and absences and update the relevant system.
* Produce correspondence and reports as required.
* Order and monitor PPE supplies and maintain an up-to-date inventory.
* Produce care staff minutes/reports for the team and other related meetings.
* Ensure rotas are produced on the relevant system for all care services provided to children and adults and that rotas are emailed once completed to relevant staff and parents/carers.
* Ensure that rotas have staff and service users matched appropriately (in conjunction with management) and thereafter templated.
* Ensure staffing ratios are double-checked to avoid overstaffing.
* Check the annual leave planner and ensure appropriate cover is sought once annual leave has been authorised.
* Respond to emails and prioritise them according to importance/urgency.
* Update the relevant system with shift cancellations and/or shift time changes authorised by the Manager.
* Deal with care queries from parents/carers and staff, updating/making notes on the relevant system and relaying back to relevant individuals in a timely manner. Follow up with an appropriate method of correspondence to ensure queries have been actioned.
* Update the CQC Capacity tracker daily.
* Generate QR codes for new service users for homecare and in the centre.
* Produce shadowing rotas.
* Follow the new starter processes for new service users and employees.
* Undertake training as required.
* Participate in supervision and appraisal meetings with the Line Manager.
* Ensure all work produced is in line with regulatory bodies.
* Comply with and actively promote adherence to company policies and procedures in the employee handbook.
* Update the Client Journey Spreadsheet with new referrals.
* Use Microsoft packages relevant to the task, e.g., Word, Excel, PowerPoint, Outlook.
* Assist with recruitment and inductions by participating in Care worker/Play worker interviews and meeting and greeting new employees during inductions as required.
* Undertake general administrative duties such as photocopying, scanning, printing, and filing of signing in/out sheets.
* Undertake any other duties as reasonably required to ensure the smooth running of the Company.
Immediate interview available.
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