Office assistant and care coordinator

Our office was established in 2020 as part of UK's #1 rated Home care brand which has a network of 250+ office across the UK and with presence in 12 countries. With a mission is to brighten the lives of seniors giving them a sense of purpose, wellbeing & worth, this role will play a vital part ensuring that our clients receive the best in class quality care and support the growth of our business.  We are a young Home Instead office with opportunities to grow that will present itself to the right candidates

Job Purpose

To perform a wide variety of administrative and care management duties in a timely manner to support the smooth running of care operations. To co-ordinate activities effectively and efficiently in order to provide the highest quality service to clients.

The Role

• Responsible partly for aspects of office administration activities whilst being reactive to the needs of the business.
• Warmly greet visitors to the office; answer phone calls in a polite professional manner, passing on clear messages where appropriate.
• Coordinating Manage care packages related communications and client requests.
• Maintain effective systems ensuring that all filing and databases are kept up to date.
• Support service delivery process including ensuring compliance, collecting activity logs and updating systems.
• Participating on-call rota and handover.
• Support the recruitment and pre-employment checks processes where appropriate.
• Coordinate Care Professional retention activities such as newsletters, Care Professional of the month /quarter etc.
• Support projects and IT initiatives where appropriate.
• Control the office supplies and make sure it is in accordance with office needs.
• Carry out any other duties deemed necessary 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.
• Ensure all role related filing and data is up to date
• To undertake any support or admin duties as required by the Franchise Owner or Care Manager
• Be flexible to meet the demands of the business including participating in an on-call rota. Which means it may require you to support team members emergency situations
• Processing job applicants and booking in for Interview.
• Supporting Networking in the local community and supporting marketing activities.
• Care scheduling
• Accountable for invoicing and payroll administration including entering billing hours and expenses.
• Support special projects and IT initiatives where appropriate.
• Control the office supplies and make sure it is in accordance with office needs.

Essential Criteria

• Competent using office programs (e.g. MS Office, Google Docs etc.) with the aptitude to learn new software & systems.
• Experience in admin role
• Experience in customer facing roles.
• Training or teaching experience would be an added advantage
• Strong organisational skills with the ability to multitask.
• Self-motivated and able to work flexibly.
• Excellent written and verbal communication skills.
• Keen eye for detail and the ability to work accurately under pressure.
• Strong team player with the confidence to work alone.

Competencies

Core Competencies

Driving Results

Customer Focus

Presentation  and training

Teamwork & Collaboration

Communication & Relationship Management

Living Home Instead 

Agile Learner

Role Specific Competencies

Quality Focus

Adapting to Change

Planning & Organising

If you have a passion for caring and the motivation to help us achieve our ambitions, we would love to hear from you.

We encourage applications from all sections of the community as we want to reflect the neighbourhoods in which we work. Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment. This role is subject to DBS enhanced disclosure.