Admin Assistant

A very busy care organisation based in Smethwick are looking for an admin assistant to join the team

The candidate will beaware and competent in the ACCESS system the People Planner System which is our rostering and scheduling system.

Responsibilities

• Ensure the smooth running of the reception, by answering phone calls and transferring calls to relevant individuals as well as receiving visitors, ensuring signing in and out procedures are adhered to.
• Distribute and monitor incoming post.
• Work in conjunction with the services team/managers to ensure files and records are kept up to date. E.g. service user records, new referrals
• Oversee the absence inbox and record all care staff absences/sicknesses on relevant systems to enable management to access up to date reports.
• To find cover for sicknesses and absences and update the relevant system.
• Produce correspondence and reports as required.
• Order and monitor PPE supplies and maintain an up-to-date inventory.
• Produce care staff minutes/reports for the team and other related meetings.
• Ensure rotas are produced on the relevant system for all care services that are provided to children and adults and that rotas are emailed once they have been completed to relevant staff and parents/carers.
• To ensure that rota’s have staff and service users matched appropriately (in conjunction with the management) and thereafter templated.
• To ensure staffing ratios are double checked so we are not overstaffed. 
• To check the annual leave planner and thereafter ensure appropriate cover is sought once annual leave has been authorised.
• Respond to emails and prioritise them according to importance/urgency.
• To update the relevant system with shift cancellations and/or shift time changes that have been authorised by the Manager.
• Deal with care queries from parents/carers and staff, changing/updating/making notes on the relevant system and relaying back to relevant individuals as and when required in a timely manner.  To then follow up with an appropriate method of correspondence to ensure queries have been actioned.
• Update the CQC Capacity tracker daily.
• To generate QR codes for new service users for homecare and in the centre.
• To produce shadowing rotas
• To follow the new starter processes for new service users and employees
• Undertake training as and when required.
• Participate in supervision and appraisal meetings with the Line Manager.
• Ensure all work is produced is in line with regulatory bodies.
• Comply with and actively promote and adhere to company policies and procedures in the employee handbook.
• Update the Client Journey Spreadsheet with new referrals.
• Use of Microsoft packages relevant to the task, e.g. Word, Excel, PowerPoint, Outlook.
• Assist with recruitment and inductions by being part of Care worker/Play worker interviews and meeting and greeting new employees during inductions as and when required.
• Undertake general administrative duties such as e.g. photocopying, scanning, printing, filing of signing in/out sheets.
• Undertake any other duties as reasonably required to ensure the smooth running of the Company.

Immediate interview