Administrator / Health and Safety

2 weeks ago

Canterbury, United Kingdom Citta Care Full time

1- To be a supportive and efficient point of contact within the Citta Care Team and when communicating with people and external contacts.

2- The administrative systems that enable Supported Housing to function smoothly will be accurate, maintained, up to date and effective.

3- Citta Care’s values are promoted and upheld, all practices are free from discrimination, and our work fosters a culture where safeguarding people is at the heart of what we do.

**General** **Administration**
- Be responsible for the day-to day running of the office.
- To receive and respond to incoming telephone calls and visitors (where applicable), and taking appropriate action and messages as required.
- Develop and maintain administrative systems within the projects, including ICT systems and facilities.
- Support the regular communication and information sharing within the team and projects.
- Follow and support day-to day premise management tasks (H&S testing regime, reporting equipment faults, maintenance issues etc)
- Inform team about updates to administrative systems, policies, protocols and raise items at team meetings.
- Support the maintenance, filing and storage of confidential records ensuring compliance with Citta cares confidentiality policy and GDPR.
- Take minutes of meetings as appropriate and communicated with the team in a timely manner
- Monitor staff logistics for health and safety and communication purposes, processing information relating to absence, leave, sickness or changes to weekly rota.
- Taking on other tasks and responsibilities appropriate to the level of the post as the work develops.
- Prepare invoices and ensure that they are logged onto the appropriate system.
- Photocopy and scan documents when necessary.
- Be aware of CQC standards.
- Complete mandatory training
- Share information, where appropriate, with key partners, working to data protection and Caldecott principles.

Buildings
- Ensure regular and annual H&S, building and fire checks are up-to-date, recorded and actioned as appropriate
- Liaison with landlord regarding any building issues alongside line manager and management team
- Ensure cleanliness of projects liaising with line manager and management team to address any issues

Health and Safety
- Implement health and safety checks and remedial action, reporting on H&S matters to line manager and management team
- Check that that any accident or incident has been correctly recorded/reported
- Ensure regular fire drills are conducted and keep records updated
- Maintain first aid kits
- Report on areas for improvement to the team and management
- Ensure all Citta Care staff and residents are following the current government and Citta care guidelines

Statistics and Monitoring
- Collection and data input and statistical information using databases and spreadsheets
- Maintenance of records and files both manual and computerised
- Supporting the production of monitoring data as part of reporting to funders in line with contractual requirements

Recruitment and staffing
- Have a full understanding of Citta Care’s recruitment and selection policy and follow the recruitment process for all new starters.
- Liaise with the management team regarding current vacancies and recruitment advertising.
- Support the recruitment process, including booking interviews for relevant posts.
- Liaise with all parties enquiring about job vacancies, ensuring that appropriate and timely action is taken.
- Book agency/bank staff, as directed by the Manager, in line with the company’s authorisation process.
- Log and keep up-to-date records of all staff sickness and absence, updating management on queries, including long-term absence.
- Keep up-to-date records regarding working time regulations for all members of staff after the manager has identified any for whom this may be applicable.
- Maintain all staff files to a good order.
- Liaise with HR in the event of any sensitive staffing issues.
- Record and keep up to date staff annual leave, on the electronic system.
- Control business priorities through planning and checking on tasks and targets including training, visas and work permits.

Qualifications and attributes
- Strong organisational and methodical approach to work with particular attention to detail
- Proficiency in using Microsoft Office
- Experience of working in an administrator role within a similar, busy environment would be beneficial
- Strong communication skills, both oral and written
- Excellent interpersonal skills including a polite and professional approach

**This** **job** **description** **is** **not** **exhaustive** **and** **other** **duties** **may** **be** **required** **according** **to the needs** **of** **Citta Care.**

**Job Type**: Part-time

**Salary**: £24,882.00-£26,598.00 per year

Expected hours: 22.5 per week

**Benefits**:

- Company events
- Company pension
- Private medical insurance
- Sick pay
- Store discount

Schedule:

- 8 hour shift
- Day shift
- Monday t

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