Administrator/scheduler

4 weeks ago


Inverkeithing, United Kingdom Home Instead Full time

**Company Description** About Home Instead**:
Our mission at Home Instead West Fife and Kinross is to provide people with access to exceptional, personalised care in the comfort and familiar surroundings of their own home. We believe in building strong relationships and are committed to delivering the best possible service for our clients.
**Job Description** Job Purpose**:
We are currently looking for an Administrator/Scheduler to join us on a permanent basis to provide administrative assistance to our Care Operations team, to ensure the consistent delivery of our excellent home care services. We are looking for a logical, analytical problem solver, who thrives in a fast-paced environment, with excellent people skills, to support a growing organisation dedicated to making a positive impact on peoples’ lives.

**Key Responsibilities**:

- Manage incoming enquires to the service professionally and promptly
- Collaborate with the registered care manager to build effective, efficient schedules to ensure consistent delivery of high-quality support services for our clients.
- Ensure schedules allow for travel time, holidays, training, and staff development.
- Review and maintain the block scheduling system at quarterly intervals.
- Respond promptly to changes in schedules and clearly communicate with clients, their family members, and all relevant team members.
- Cultivate positive relationships with both clients and care professionals to enhance their overall experience of the service.
- Work with the recruitment team to ensure sufficient current and future staffing levels are met.
- Coordinate all necessary arrangements for starting a new support service.
- Coordinate holidays and absenteeism for the care professional team, ensuring quality services are maintained, in line with company policies.
- Add and maintain all client and care professional data accurately on the company’s digital platforms.
- Support the registered manager and the recruitment officer to fulfil their roles.
- Maintain effective, compliant systems, ensuring all filing and databases are kept up to date.
- Fulfil any other duties essential for the successful operation of the business.
- Ensure compliance with Home Instead’s Equality, Diversity and Equal Opportunities Policy, in respect of employment and service delivery.
- Participate in the on-call out-of-hours rota.

**Qualifications** Essential Criteria**:

- Experience of working in a scheduling/planning role within a care setting or other industries such as logistics, retail or emergency services.
- A warm, friendly manner
- Excellent administration skills with the ability to work calmly and accurately under pressure.
- A great team player with strong interpersonal skills, proficient in building rapport quickly.
- IT literate with a good working knowledge of Microsoft Office 365 or Google Suite, Excel and CRM software with the ability to adopt new technologies quickly.
- Highly resilient and positive with excellent communications skills.
- Excellent attention to detail with the capacity to multi-task.
- Takes a logical, analytical approach and can work intuitively to meet goals.
- A creative thinker, focused on finding solutions to ensure high quality service delivery.

**Competencies**:

- Accountable and responsible
- Excellent attention to detail
- Positive ‘can do’ attitude
- Approachable and friendly
- Reflective and open to learning
- Focus on standards, quality, and compliance
- Thrives in a fast-paced environment
- Growth mindset
- Living the Home Instead ethos

**Additional Information**

This is a permanent, salaried position. Offered on a part-time basis - 32.5 hours/week, 9:30am to 4:30pm, Monday to Friday.
- Full-time hours are 37.5 hours/week.

**Salary**: £23,000 to £26,000 pro rata.

Advert closes Sunday the 21st of April 2024

**Interviews are scheduled for Wednesday the 24th of April.


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