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 expects all staff to have this commitment. 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.
* Liaising daily with maintenance regarding allocation of work.
* Screening phone calls and routing callers to the appropriate party.
* Using computers to generate reports and transcribe minutes from meetings.
* Being the first point of contact when employees or visitors enter the office.
* Maintaining polite and professional communication via phone and email.
* Anticipating the needs of others to ensure their seamless and positive experience.
* Organising and scheduling appointments/meetings when applicable.
* Maintaining contact lists.
* Providing general support to visitors.
* Sending emails in a professional and timely manner.
* Preparing PPE orders and completing PPE stock check updates; all PPE must be unpacked and placed correctly on the shelves available.
* Completing stationary stock checks and reporting to the finance manager.
* Completing tasks with Service User paperwork such as making up paperwork packs and organising collection; once paperwork is returned to the office, adding it to the appropriate file after checking.
* Completing any scanning and destroying or filing once complete, keeping this confidential in line with the Data Protection Act 1998, updated 2018.
* Ensuring balance sheets and receipts are scanned and emailed to the families of the clients; when applicable, liaising with the Finance Manager.
* Keeping the reception first aid box and checklist up to date.
* Ensuring post is collected and issued to finance.
* Ensuring there is sufficient paper in the printer.
* Ensuring toner and cartridges have arrived.
* Making purchases when a client moves into a new home.
* Ensuring toilets are clean and tidy and maintaining stock of supplies throughout the day.
* Ensuring reception is always kept clear, clean, and tidy; maintaining the upkeep of plants, watering them once a week or more if required.
* Keeping the outside rubbish bin clear.
* Health & Safety and Infection Control of reception areas.
* Fire Marshall Responsibilities.
Experience
* Previous experience is not required; however, it is an advantage.
* Experience with using Microsoft packages would be desirable.
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