Office Administrator

**JOB DESCRIPTION**

**Post Title**:Office Assistant

**Hours**:35

**Location**:East London Region

**Report to**:Service Manager

**About the organisation**:
Topaz Care and Support is an established Health and Social care company with an excellent level of achievement at rating Good with CQC (Care quality commission). We provide ‘Specialised Supported Living and domiciliary support to vulnerable adults across the UK.

Formed in 2016, they grew out of a genuine desire to help and enable those people in society who are most in need and most disadvantaged by promoting values of fairness and integrity in all aspects of everything they do. This organisation believes that everyone regardless of their social status, age, gender or ability, deserves the right to be valued and to be treated equally and fairly at all times.

They believe that everyone deserves a chance to live the lives they truly want and aspire toward and to have access to a good, safe, well-resourced care support that is of a quality that enables them to live a life that is as independent as possible.

**Job Purpose**:
To manage the administrative procedures within the organisation as directed by the Service Improvement Manager. As Office Assistant in a friendly and supportive team, you will provide the warm welcome to office visitors and coordinate the office administrative activities that facilitate the smooth day-to-day running of the office space.

**Who they are looking for**:
To be successful in the role you would have demonstrated reception or office management experience, as well as administration skills. You will have good typing skills and be computer literate with knowledge of the following software packages: Word, Excel, PowerPoint. Excellent organisational and time-management skills are essential. Most importantly you will be a team player with a positive attitude and the ability to work independently and use your initiative.

**Duties and Responsibilities - Job Specific**

**_Duties and responsibilities include but are not limited to: _**

**Administration**

To ensure that photocopying, scanning, collating, and information is made available from administration records at the request of the Line Manager and / or Data Processor.

To ensure the timely and accurate distribution of information throughout the team.

To ensure that all purchases of goods and services in the team follows procedure including preparing and checking purchase orders and entering information promptly to central services.

To have a thorough knowledge of all organisation procedures.
Arranging meeting and Taking minutes
Updating manager’s calendars with any booked meeting
To work in accordance of written protocols
Photocopy as requested
Processing and distributing incoming (and outgoing) mail
Provide administrative support to members of the Team for specific office tasks, all individually allocated, and ensuring appropriate staff and clients’ records are kept up to date.

Process patients change of address - computer data and medical records (have knowledge of Practice area)

Support with recruitment process

**Telephone**

Have working knowledge of telephone system, during and after hours.
Taking messages and passing on information

**Management of Staff and Service users’ records**

To check and enter data into the organisation systems and retrieve data as necessary,
Tidying and updating staff and service users’ records
Retrieve records if requested by a CQC
Ensure correspondence, reports, results etc. are filed in correct records
Scanning letters into Staff and Service users’ records
Ensure paper records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
Ensure total familiarity with all appointment systems including regular and incidental variations
Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the record
Monitor effectiveness of the system and report any problems or variations to the

Supervisor.
Process appointment requests for appointments from stakeholders by telephone.
Deal with visit requests

**Recruitment**
To assist the Recruitment Manager with the recruitment of staff using the Company’s

Ensure that all pre-employment checks are undertaken and that all prospective employees are fit to work in accordance with CQC regulations and Company policy

To deputise for the Quality and Information Administrator as required, and in the day-to-day organisation of administration staff.

**Duties and Responsibilities - Corporate**

1. To be responsible for establishing good working relationships both internally and externally.

2. Compliance with the Organisational Policies and Procedures and to make known to Senior Officers any areas which are not adequately covered.

3. To participate actively in supporting the Organisation’s principles and practices of equality of opportunity as laid down within the Equalities Policy.

5. Employees w