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Administrator

Scarborough Full-time 24000 - 24000 per annum Closing date: 28/06/2022

Company holiday home, flexible benefits scheme, cycle to work scheme, bonus scheme

Company Description

Are you a top notch administrator? Excellent at organising and systematic thinking? If so we would love to hear from you! 

This is a key "Business Co-ordinator" role based in our Scarborough office with a day a week in our York office. The salary and benefits are as follows:

  • Competitive salary of up to £24,000  (dependent upon experience)
  • Flexible benefits package including additional pension or medical cover
  • Bonus scheme
  • Access to our company holiday home on a 5* park in Northumberland
  • Christmas savings plan
  • Full employee assistance programme
  • Cycle to work scheme
  • Full support for training and development for this role and beyond
Job Description

The Business Coordinator role is key to the smooth, effective and efficient running of our business. This role is responsible for the coordination and monitoring of all compliance relating to the office, clients and Care Professionals to ensure that they meet our franchise standards and the standards of the Care Quality Commission (our regulator). Your responsibilities will include:

Client Compliance

  • Ensure all paperwork is correctly completed and filed in the client files on all systems (People Planner, IQ and Sharepoint).
  • Create, maintain and monitor all digital client files to ensure that they are accurate and up-to date on all systems.
  • To be responsible for the set-up of each new client’s file after a successful care consultation to include:
    • organising the creation of their SharePoint file to ensure it contains all the relevant documentation to begin service.
    • creating a new client file on PeoplePlanner with all the relevant documentation which includes the billing, timesheet and emergency contact information and informing the scheduling team when this is completed.
    • communicating the start date of the service to each new client.
    • organising and communicating the IQ portal access to clients’ families.
  • Monitor the quality assurance visits and service reviews with existing clients to ensure the visits are undertaken by the Care Quality Co-ordinators at the designated intervals including:
    • providing a weekly report to Care Manager and Operations Director of the client compliance tasks for the Care Quality Coordinators (CQC) team to complete
    • monitoring client compliance tasks for CQC team to ensure that they are in their diaries and communicated to clients and their family members involved in their care
    • monitoring that all completed paperwork has been uploaded correctly to the relevant files and systems.
    • Provide on request a paper copy of a clients’ schedule for clients and family members.

Care Professional Compliance

  • Report on the medication competency observations, care certificate observations, support visits, 1:1s and appraisals with Care Professionals to ensure that they are undertaken and completed at the correct designated intervals.
  • Complete a monthly audit, based on the Owner self-audit tool, on a sample of Care Professional files to ensure that they meet the franchise standards.

 

 Office Duties

  • Answer each incoming call in a friendly, professional and knowledgeable manner and direct the call to the appropriate team member if it cannot be dealt with directly.
  • Field new client enquiries phone calls and transfer to appropriate manager when necessary.
  • Manage the office environment to ensure that all stationery and any additional supplies are kept stocked and available for all Key Players.
  • Manage the office environment to ensure that it is clean, neat and presentable for all.
  • Manage the supply and communication of Care Professional PPE so that it is ordered in time, kept well stocked and is available for Care Professionals as and when needed.
  • Manage all aspects of the company holiday home, including managing the bookings diary, taking payments, organising cleaning pre and post season, drain up and down, insurance and the organisation of any repairs needed.
  • Liaise with IT support to ensure that the Care Professional emailing list is up to date for new starters and leavers.
  • Responsible for opening and closing of office daily (ensure that during annual leave that there is a contingency plan in place).
  • Responsible for switching office phone to on-call phone for calls and IQ alerts daily (and to ensure that during annual leave that there is a contingency plan in place).
  • Run a monthly report for Clients birthdays to send birthday wishes and organise gifts for significant birthdays and anniversaries.
  • Provide administrative support to the Operations Director when needed.
  • Take the post to the letterbox daily.

 

Ad-hoc Duties 

Order any Home Instead merchandise and seasonal gifts for CARE Professionals and clients

Participate in Home Instead Care Professional meetings.

Participate in Home Instead recruitment and client events.

 

Qualifications

Excellent administration skills and experience are a must for this role

Proficiency in Microsoft Office

Strong custoer service skills to field enquiries from clients/families and prospective care professionals by phone and face to face

Additional Information

The working pattern for this role is Monday to Friday 8.30am to 5pm with a 30 minute lunch break.

We encourage applications from all sections of the community as we want to reflect the neighbourhoods in which we work. Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment. This role is subject to DBS enhanced disclosure.

 

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