Admin Assistant

4 weeks ago


Chippenham, United Kingdom Cura Homecare Full time

About Us:

 

Cura Homecare is dedicated to providing compassionate, high-quality care to our clients in the comfort of their homes. We pride ourselves on our commitment to enhancing the well-being and quality of life for the individuals and families we serve. Join our team and make a difference every day

 

Position Overview:

 

We are seeking a highly organized and motivated Administrative Assistant to join our dynamic team. The ideal candidate will have excellent communication skills, attention to detail, and a passion for helping others. This role is crucial in supporting our daily operations and ensuring the smooth functioning of our homecare services.

 

Key Responsibilities:

 

Communication and Office Management:

  • Answer telephone and direct calls accordingly, taking messages as required.
  • Answer the office mobile.
  • Respond to emails promptly and professionally.
  • Order stationery, PPE, uniforms, fuel, and general consumables.

 

Team Coordination:

  • Organise and support the senior office team.
  • Produce and distribute the monthly staff newsletter.
  • Produce team meeting agendas and send out Teams links as required.
  • Organise office team meetings, carer team meetings, and ad hoc meetings.

 

Documentation and Filing:

  • Manage filing and archiving of important documents.
  • Prepare client folders and initial visit packs.

 

Brokerage and Capacity Tracking:

  • Assist with brokerage bids as required.
  • Update staff and client numbers in the Capacity Tracker.
  • Submit the monthly payroll return.

 

Payroll Management:

  • Process expenses, attendance bonuses, and sickness.
  • Check timesheets and send them to carers.
  • Save payslips, pension letters, P60s, and P45s in individual team files.
  • Send out payslips and respond to any queries.

 

Invoicing:

  • Prepare invoicing for Council and Private Contribution clients
  • Prepare private invoices at the beginning of each month.
  • Update the invoicing spreadsheet.
  • Organise the banking.
  • Upload invoices to QuickBooks.
  • Respond to queries from clients and the Council.
  • Chase payments as necessary.

 

Client and Staff Surveys:

  • Generate surveys on Survey Monkey.
  • Organise hard copies for clients as necessary.
  • Collate survey responses.
  • Send weekly handover notes to clients and/or families every Friday.

 

CarePlanner (Nourish):

  • Send out client rotas (email and post).
  • Confirm appointments and highlight any queries.
  • Update client and staff records as necessary.
  • Update payment rates/groups as necessary.
  • Add diary entries as necessary.
  • Update time off as necessary.
  • Run reports as necessary.

 

Auditing:

  • Conduct monthly handover notes audits.
  • Conduct staff file audits every 6 months.
  • Conduct client office file audits every 3-6 months.

 

HR Support:

  • Assist with recruitment as required.
  • Prepare induction materials.
  • Conduct DBS checks.
  • Maintain staff files.
  • Manage annual leave requests, liaising with Care Coordinator.
  • Maintain annual leave spreadsheets.
  • Provide staff with annual leave updates and availability.

 

Qualifications:

  • Previous administrative experience, preferably in a healthcare or home care setting.
  • Proficiency in Microsoft Office Suite and QuickBooks.
  • Strong organisational and multitasking skills.
  • Excellent communication skills, both written and verbal.
  • Ability to work independently and as part of a team.
  • Attention to detail and a high level of accuracy. 


What's in it for you?:

  • 28 days annual leave (including statutory bank holidays).
  • Company pension.
  • Uniform provided.
  • Free on-site parking.


Work hours/week:

  • Monday - Friday
  • 35 hours




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