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Care Coordinator and Office Administrator

2 months ago

Taunton, Somerset, United Kingdom Empower Family Group Full time

Salary: £23,000 to £26,000 per annum, depending on experience

Permanent, full-time position: 40 hours per week

Office-based role

Job Overview:

As a Care Coordinator and Administrator, you will play a vital role in supporting the management team within our Outreach and Supported Living services. Your primary responsibility will be to oversee all administrative functions of the service, ensuring seamless communication between management and support staff while maintaining a high standard of service delivery. You will be an integral part of our dynamic and respected team, focused on enhancing the quality of care provided to young individuals and their families.

The Supported Living service aims to offer semi-independent living assistance to young people aged 16 and above, including those who are Unaccompanied Asylum Seeking Children (UASC). The Outreach service is dedicated to providing community-based support to children and young people aged 0-18, which also involves collaboration with families and various agencies, including social services and local authorities.

You will embody the core values of our organization, taking a proactive role in developing and updating essential documentation while serving as a role model for your colleagues. It is crucial that you possess a supportive and driven attitude, demonstrating patience, kindness, and leadership qualities that inspire young people to reach their full potential.

Key Responsibilities:

Maintain accurate paper and digital records to comply with regulatory, statutory, and internal requirements.
Prepare reports and other documentation as needed.
Organize and manage files and records effectively.
Take notes and minutes during meetings when required.
Foster and maintain relationships with stakeholders, addressing any concerns or gaps.
Ensure compliance with HR, recruitment, and training processes by timely completion of all necessary documentation.
Answer phone calls and respond to inquiries in a professional and friendly manner.
Coordinate supervisions with management for each service.
Process and respond to new inquiries and referrals.
Schedule meetings with professionals and manage calendars.
Assist in procuring properties to support service growth.
Stay informed about changes to policies, procedures, or regulations affecting the service.
Support the management team through participation in marketing events for recruitment purposes.
Help manage absence reporting and coordinate cover for roles.
Facilitate internal communication among staff across services using appropriate platforms.
Report any incidents or compliance issues to management.
Organize team meetings effectively.
Assist in booking work and communicating with relevant teams.
Collaborate with management to ensure high standards of support are provided.
Lead on training coordination and health and safety initiatives.
Conduct regular administrative audits for the service.
Support the management of staff rotas.
Contribute to improving service communications, including training materials and marketing content.
Perform other administrative duties as needed, which may involve visiting service users.
Demonstrate relevant clerical experience.
Exhibit flexibility, organization, and problem-solving skills.
Maintain composure under pressure and work independently.
Communicate effectively, both verbally and in writing, with attention to detail.
Be proficient in software applications such as Dropbox, Excel, Word, Outlook, and PowerPoint.
Provide excellent customer service skills.
Manage time effectively and pay attention to detail.
Serve as a positive role model for the staff team.
Ensure staff receive adequate support and supervision.
Carry out all duties with diligence and pride.
Be responsible for the safety and well-being of young people at all times.
Assist with staff supervisions.
Ensure timely completion of all assigned tasks.

This role requires a successful enhanced DBS check for child and adult workforce with barred list checks.

This position is exempt from the Rehabilitation of Offenders Act 1974, and applicants must declare any relevant convictions as defined by the Act.

Applicants must be over 21 years of age as permitted under the Equality Act 2010.