About Futures Care
Futures Care is a care company that is built on experience with a genuine aim to provide quality care that supports, develops, and provides positive outcomes for all involved. We provide support to a variety of individuals on a 1:1 to 3:1 basis for example, with complex care needs, autism, learning difficulties, Mental Health, behaviours that challenge and acquired brain injuries. Futures Care is committed to safeguarding and promoting the welfare of adults with care and support needs and except all staff to have this commitment and we are also committed to safe recruitment practices.
Purpose of job and key responsibilities
As Administrator you will perform clerical duties to help the office run smoothly and efficiently. Your duties will include answering phone calls and emails, greeting and directing office visitors to designated meeting areas and updating spreadsheets for your line manager.
Main Duties and Responsibilities
* Handling office tasks, such as filing, generating reports, and setting up for meetings.
* Liaise daily with maintenance regarding allocation of work.
* Screening phone calls and routing callers to the appropriate party.
* Using computers to generate reports, transcribe minutes from meetings.
* To be the first point of contact when employees of visitors enter the office.
* Maintain polite and professional communication via phone and e-mail.
* Anticipate the needs of others to ensure their seamless and positive experience.
* To organise and schedule appointments / meetings when applicable.
* To maintain contact lists.
* To provide general support to visitors.
* To send emails in a professional and timely manner.
* Preparing PPE orders and complete PPE stock check updates – all PPE must be unpacked and place correctly on the shelves available.
* Complete stationary stock checks and report to finance manager.
* Complete tasks with Service User paperwork such as: Making up paperwork packs and organise collection, once paperwork is returned to the office, add to the appropriate file, once checked.
* To complete any scanning and destroy or file once complete, keeping this confidential in line with Data Protection Act 1998, updated 2018.
* Ensure balance sheets and receipts to be scanned and emailed over to the families of the clients. When applicable liaise with Finance Manager.
* Keep reception first aid box and checklist up to date.
* Ensure post is collected and issued to finance.
* Laminating documents / ID Cards.
* Ensure there is sufficient paper in the printer.
* Ensure toner and cartridges have arrived.
* Make purchases when a client moves into a new home.
* To ensure toilets are clean and tidy and maintain stock of supplies throughout the day.
* To ensure reception is always be kept clear, clean, and tidy. To maintain the upkeep of plants, watering them once a week or more if required.
* Outside rubbish bin is to be always kept clear.
* Health & Safety and Infection Control of reception areas.
* Fire Marshall Responsibilities.
Experience
* Previous is not required however is an advantage.
* Experience with using Microsoft packages would be desirable