Admin & Referrals Officer (Full Time or Part Time)

Job Overview:
We are seeking a highly organised Administrator to join our team this could be full time (9am - 5pm) or part time (hrs to be discussed) role. Delivering proficient and thorough administrative assistance including minute taking, managing incoming referrals for foster placements and overseeing the recruitment process for potential Foster Carers. This involves the continuous maintenance and updating of systems, records, and databases, coupled with the provision of outstanding customer service.

**Duties**:
**Commercial Activity**
- Respond to all referrals from LA’s and liaise with foster carers.
- Liaise with the Social Work Team / Duty Person to ensure that there has been a prompt response to LA’s for every referral.
- Collate statistics on referrals and produce data that will assist with targeting recruitment in specific areas.
- To provide a timely, positive, professional and customer focused response to initial enquiries received from prospective foster carers, taking initial information, liaising with the SW Team to book initial visits and updating systems and databases.
- To take a positive response to initial enquiries and ensure every effort is made to make contact with prospective foster carers within the time limit stipulated.
- To ensure that the Social Work Team adhere to the timely completion of detailed reports within 24-48 hours of the initial visit, and that recommendations reflect the regions commercial and business plan priorities and are sensitive to the regional, local and cultural needs of the marketplace. This will also involve working closely with colleagues based in all of the regions covered by Acorn House
- To ensure compliance with safeguarding procedures and make clear that the safeguarding of children and the promotion of their welfare is given absolute priority in all activities.
- To support Head Office and local area teams with community-based recruitment activity and events where necessary.
- To provide statistics to the Senior Management Team that will assist with the planning of marketing and recruitment campaigns.

**II) Administration**
- Provide day to day support to ensure smooth running of the office function.
- To provide support and guidance to prospective foster carers with the completion of any required forms, and to ensure they are returned within agreed timescales.
- To monitor and chase all assessment documentation and liaise with the assessing social worker to ensure that the assessment is completed within the statutory guidelines.
- To provide applicants with relevant and appropriate updates during the assessment.
- Ensure that foster carer annual review documentation is initiated and implemented within set guidelines.
- To attend meetings as required and ensure accurate and appropriate minutes are produced.
- To ensure effective administration systems are maintained in all areas of the agencies operations.
- To complete, process and administer the initial phases of the recruitment process, giving all prospective foster carers a positive experience of Acorn House
- To provide admin support for all staff including minute taking, filing, scanning, shredding, photocopying, post, hospitality etc.
- To be responsible for petty cash and weekly balancing.
- To monitor and order office supplies.
- To undertake regular audits of foster carers and young people using CHARMS
- To update the company website (using wordpress)
- To work within the provisions set out in the Data Protection Act, observing strict confidentiality.
- To partake in regular supervision and appraisals.

**III) Database**
- To be responsible for the interface with administrative and IT systems and to ensure that existing systems are maintained, developed and responsive to the smooth and efficient running of the carer recruitment process.
- Accurately input information onto our document management system and CHARMS
- Be able to utilise the database fully to obtain management information and assist the Senior Management Team through running appropriate reports.
- To contribute to the gathering and inputting of key data in order to measure progress against key performance indicators relevant to the carer recruitment process.

**IV) Working in partnership**
- Attendance and participation at all meetings relevant to the post

**Additional Duties**
- The post holder will be expected to undertake training and development deemed necessary for the pursuance of the post.
- The post holder will be expected to ensure to comply with Equal Opportunities Policy and Procedure in all employment practices.
- The post holder to undertake other duties as may be requested of the post holder that is commensurate with their level of responsibility and skills
- The post holder will be expected to comply with all Acorn House policies and procedures.
- The post holder will be expected to ensure that Health and Safety is observed in the course of employment.
- The post holder will be expected to comply with th