Purpose of role:
We are seeking a highly organized and detail-oriented Office Coordination Assistant to aid the day-to-day operations of our office. The ideal candidate will be responsible for ensuring that office functions run smoothly, managing administrative tasks, and supporting all office staff with various operational needs.
Key responsibilities:
* Ensure that all field-based care staff are appropriately allocated to customers so that care is delivered on time, safely and in line with customers wishes (as agreed in their care and support plan).
* Coordinating care assistants' schedules on a daily basis, using Bluebird Care rostering system. Address any operational issues arising in relation to customer care calls.
* Provide administrative support to all areas of the office. Carry out general office duties. Prepare reports as required by the Coordinator, Supervisor & Operations Manager
* Provide administrative support to the management team and other staff, such as scheduling meetings, handling correspondence, and preparing reports.
* Serve as the first point of contact for care staff & clients, answer phone calls, respond to emails, and manage incoming and outgoing mail.
* Assist in the recruitment process
Duties and Accountabilities:
* Answering incoming calls in a friendly, professional, and knowledgeable manner
* Coordinating care assistants' schedules on a daily basis, and using Bluebird Care rostering system
* Data Entry and Filing: Maintain accurate records, organize files, and update databases as needed.
* Liaise with Coordinator & Supervisor to ensure sufficient care staff with the right skills mix are recruited to meet the needs of the business. Arrange cover for care staff sickness, absenteeism, or holidays.
* Process changes to customers care and support. Make sure there is sufficient cover to deliver care and support on time.
* Use IT systems to allocate care staff to provide care and support to customers.
* Provide administrative support to all areas of the office. Carry out general office duties. Prepare reports as required by the Coordinator, Supervisor & Operations Manager.
* Take part in the out of hours emergency on-call rota. This will onlybe required after the post holder has received full training and has been assessed as competent to provide appropriate guidance and advice in emergency situations.
* Work with the office team to maintain up to date electronic and handwritten records. Staff files, Supervision Records, KPI's. Entering and maintaining care assistant and customer records accurately
* Make sure that accidents, incidents, complaints, and compliments are recorded, reported, and acted upon.
* Keep all information about customers and their families secure and confidential.
* Have the ability to direct the care assistants and provide him/her with clear and unambiguous instructions.
* Communicate with customers and/or their chosen representatives about their care and support taking account of different communication needs and levels of understanding in courteous and professional manner.
* Inform customers, on every occasion, about any changes to their carer, time of call, or any other changes to the schedule, etc. and record when and to whom the changes have been communicated.
* Understand the needs of customer and ensure any concerns identified are escalated to the clinical nurse manager.
* Work flexibly as part of the team and apply Bluebird Care policies and procedures at all times.. This list is not exhaustive and additional duties may be required.
Desirable criteria:
* Experience working in office administration within a health care setting. Additional qualifications in Office Administration or Business Administration (preferred).
* Prior experience of working as a Scheduler/Care Coordinator/Office Administrator in a Home Care Company or similar
* Prior experience working with One Touch Rostering System