Purpose of Role:
We are seeking a highly organized and detail-oriented Office Coordinator to aid our office's day-to-day operations.
Key Responsibilities:
* Allocate care staff to customers efficiently, ensuring timely, safe, and customer-centric care delivery.
* Manage daily schedules for care assistants using the Bluebird Care rostering system, addressing operational issues that arise.
* Provide administrative support across the office, executing general duties and preparing reports as needed.
* Serve as the primary point of contact, handling phone calls, emails, and mail, while assisting with scheduling meetings and correspondence.
* Assist in the recruitment process.
Duties and Accountabilities:
* Answer incoming calls professionally and provide knowledgeable assistance.
* Coordinate care assistant schedules daily, utilizing the Bluebird Care rostering system.
* Maintain accurate records, organize files, and update databases as required.
* Liaise with the Coordinator and Supervisor to ensure sufficient care staff with the right skills mix are recruited, arranging cover for absences or holidays.
* Process changes to customer care plans, ensuring sufficient coverage for timely delivery.
* Utilize IT systems to allocate care staff and manage customer care.
* Support the office team in maintaining up-to-date electronic and handwritten records, including staff files and KPIs.
* Record, report, and address accidents, incidents, complaints, and compliments promptly.
* Maintain confidentiality and security of customer information.
* Direct care assistants, providing clear instructions and guidance.
* Communicate with customers and their representatives regarding care and support, adapting to diverse communication needs and levels of understanding.
* Inform customers of schedule changes and record communication.
* Escalate customer concerns to the Clinical Nurse Manager as necessary.
* Work flexibly as part of the team, adhering to Bluebird Care policies and procedures.
Desirable Criteria:
* Experience in office administration within a healthcare setting, with additional qualifications in Office Administration or Business Administration preferred.
* Prior experience as a Scheduler/Care Coordinator/Office Administrator in a Home Care Company or similar.