Operations Coordinator

5 days ago


Smethwick, Sandwell, United Kingdom Recruitment Solutions (West Midlands) Ltd Full time

About the Role:

We are seeking an Operations Coordinator to join our team at Recruitment Solutions (West Midlands) Ltd.

About the Team:

You will be working closely with our services team and management to ensure the smooth running of our reception area, post distribution, and record-keeping.

Responsibilities:

  1. Reception Duties: Answer phone calls, transfer calls, receive visitors, and maintain signing in and out procedures.
  2. Post Distribution: Distribute incoming post and monitor its progress.
  3. Record-Keeping: Work with the services team to keep files and records up to date, including service user records and new referrals.
  4. Absence Management: Record care staff absences and sicknesses, find cover, and update relevant systems.
  5. Correspondence: Prepare correspondence and reports as required.
  6. PPE Supplies: Order and monitor PPE supplies and maintain an inventory.
  7. Rotas: Ensure rotas are produced on the relevant system, matched appropriately, and emailed to relevant staff and parents/carers.
  8. Staffing Ratios: Double-check staffing ratios to avoid overstaffing.
  9. Annual Leave: Check the annual leave planner and ensure appropriate cover is sought once leave has been authorised.
  10. Emails: Respond to emails and prioritise them according to importance/urgency.
  11. System Updates: Update the relevant system with shift cancellations and time changes.
  12. Care Queries: Deal with care queries from parents/carers and staff, updating/making notes on the relevant system and relaying back to relevant individuals.
  13. Capacity Tracker: Update the CQC Capacity tracker daily.
  14. QR Codes: Generate QR codes for new service users.
  15. Training: Undertake training as required.
  16. Supervision: Participate in supervision and appraisal meetings with the Line Manager.
  17. Regulatory Compliance: Ensure all work produced is in line with regulatory bodies.
  18. Company Policies: Comply with and actively promote adherence to company policies and procedures.
  19. Client Journey: Update the Client Journey Spreadsheet with new referrals.
  20. Microsoft Packages: Use Microsoft packages relevant to tasks, such as Word, Excel, PowerPoint, and Outlook.
  21. Recruitment Support: Assist with recruitment and inductions by participating in Care worker/Play worker interviews and meeting and greeting new employees.
  22. General Administration: Undertake general administrative duties such as photocopying, scanning, printing, and filing.

Salary: The salary for this position is £26,000 - £30,000 per annum, depending on experience.


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