Administrator

Company Description Are you a top notch administrator? Excellent at organising and systematic thinking? If so we would love to hear from you This is a key "Office Co-ordinator" role based in our York office in Clifton moor. It's a part-time role working Monday to Friday 9.30am-2.30pm. The salary and benefits are as follows: - Competitive salary of up to £15,625 pa (£25,000 pro rata) (dependent upon experience) - Flexible benefits package including additional pension or medical cover - Bonus scheme - Access to our company holiday home on a 5* park in Northumberland - Full employee assistance programme - Cycle to work scheme **Job Description**: The Office Coordinator role is key to the smooth, effective and efficient running of our business. It's key to helping us achieve a quality of care that we can all be proud of. This role is responsible for the coordination and monitoring of all compliance relating to the office, clients and Care Professionals to ensure that they meet our franchise standards and the standards of the Care Quality Commission (our regulator). There is a list of responsibilities below, but one of the key criteria is that you share our passion for providing a standard of care that we would all want for our own families. Your responsibilities will include: **Client Compliance** - Ensure all paperwork is correctly completed and filed in the client files on all systems (People Planner, IQ and Sharepoint). - Create, maintain and monitor all digital client files to ensure that they are accurate and up-to date on all systems. - To be responsible for the set-up of each new client’s file after a successful care consultation to include: - organising the creation of their SharePoint file to ensure it contains all the relevant documentation to begin service. - creating a new client file on PeoplePlanner with all the relevant documentation which includes the billing, timesheet and emergency contact information and informing the scheduling team when this is completed. - communicating the start date of the service to each new client. - organising and communicating the IQ portal access to clients’ families. - Monitor the quality assurance visits and service reviews with existing clients to ensure the visits are undertaken by the Care Quality Co-ordinators at the designated intervals including: - providing a weekly report to the Managing Director of the client compliance tasks for the Care Quality Coordinators (CQC) team to complete - monitoring client compliance tasks for CQC team to ensure that they are in their diaries and communicated to clients and their family members involved in their care - monitoring that all completed paperwork has been uploaded correctly to the relevant files and systems. - Provide on request a paper copy of a clients’ schedule for clients and family members. **Care Professional Compliance** - Report on the medication competency observations, care certificate observations, support visits, 1:1s and appraisals with Care Professionals to ensure that they are undertaken and completed at the correct designated intervals. - Complete a monthly audit, based on the Owner self-audit tool, on a sample of Care Professional files to ensure that they meet the franchise standards. **Office Duties** - Answer each incoming call in a friendly, professional and knowledgeable manner and direct the call to the appropriate team member if it cannot be dealt with directly. - Field new client enquiries phone calls and transfer to appropriate manager when necessary. - Manage the office environment to ensure that all stationery and any additional supplies are kept stocked and available for all Key Players. - Manage the office environment to ensure that it is clean, neat and presentable for all. - Manage the supply and communication of Care Professional PPE so that it is ordered in time, kept well stocked and is available for Care Professionals as and when needed. - Run a monthly report for Clients birthdays to send birthday wishes and organise gifts for significant birthdays and anniversaries. - Provide administrative support to the Managing Director when needed. - Take the post to the letterbox daily. **Qualifications**: Excellent administration skills and experience are a must for this role Proficiency in Microsoft Office Strong custoer service skills to field enquiries from clients/families and prospective care professionals by phone and face to face Additional Information The working pattern for this role is Monday to Friday 9.30am to 2.30pm.