Team Administrator - Learning Disability Supported Living Services
13 days ago
Hayes
Team administrator- ENVICO Supported Living Limited\n\nPurpose of role\n\nThe post-holder is responsible for the provision of administration support to ENVICO Supported Living, under the direction of the Registered Manager. You will be based at our office in Hayes however, you will provide administrative support across different ENVICO sites in London. IT proficiency and a UK Driving Licence are essential.\n\nThis is a fast-paced role that requires you to show initiative, be quick learning and adaptable.\n\nKey Roles\n\nThe provision of a reception service, by meeting and greeting visitors and directing them to the appropriate personnel.\n\nUndertake general office administration tasks to ensure the smooth running of ENVICO Supported Living, including responding to telephone calls, emails and other forms of communication, processing incoming and outgoing mails, photocopying and printing, filing and archiving, directing enquiries to relevant personnel, processing invoices for payment, basic accounting in liaison with the accountant.\n\nDevelop and maintain effective Office Management Systems that ensure the smooth operation of the service and support the maintenance of information that supports regulatory compliance.\n\nRespond to requests for information from Service Users and their families, colleagues and external professionals.\n\nSupport Service Users with applying for benefits and dealing with all matters related to tenancy.\n\nMaintain adequate supplies of stationary, forms, promotional literature/brochures, name badges and order/print replacement supplies when needed.\n\nUndertake tasks as required to support the Registered Manager and Director of Operations to ensure the smooth running of ENVICO Supported Living services, including taking messages, gathering/disseminating information, dealing with correspondences, taking notes and producing minutes of meetings.\n\nMaintain adequate records in relation to the management of the service, including;\n\nreferrals, moving in, moving out, staff recruitment, personnel records, staff training records, financial records, quality, governance and compliance records, safeguarding resident funds, recording transactions, and preparing financial reports.\n\nAssist maintenance personnel with the coordination and implementation of repairs and maintenance.\n\nProvide administration support to members of the Senior Management Team when required.\n\nMaintain ENVICO Supported Living services Policies and Procedure files, including the staff signatory system.\n\nEnsuring compliance with Care Quality Commission (CQC) regulations and company policies.\n\nSupport the manager in drawing up and monitoring the rota system.\n\nLiaise with the Payroll provider, providing relevant information to ensure the accuracy of staff pay.\n\nGeneral\n\nEnsure all information of a confidential nature gained in the course of duty is not divulged to third parties.\n\nEnsure full compliance with the Data Protection Act 2018, when handling, sharing and storing Service User, Staff and Services records.\n\nEnsure the security of the Registered Office is maintained at all times.\n\nEnsure all equipment used are clean and well maintained.\n\nManage the Director/Registered Manager’s diary\n\nMarketing\n\nActively market the Service and promote a positive personal/professional profile within the local community, ensuring the good reputation of the Service at all times.\n\nShow visitors round the service, in the absence of the/or at the request of the Registered Manager.\n\nIn partnership with the Registered Manager and other colleagues, prepare and display information leaflets posters, send out brochures etc, as and when required.\n\nTraining & Development\n\nComplete mandatory and developmental training courses, on or off site, as and when required.\n\nMaintain professional knowledge and competence required to fulfil the role.\n\nMonitor staff training records and ensure they are compliant.\n\nWorking Relationships\n\nDevelop and maintain good working relationships with staff, management colleagues, visitors, carers, visiting professionals, commissioners and registration bodies.\n\nDisplay a friendly, flexible, helpful and courteous attitude to Service Users, colleagues, visitors and the general public.\n\nDimensions of Post\n\nThe post-holder has delegated responsibility for the effective delivery of administration support for the ENVICO Supported Living services.\n\nThe post-holder will be expected to be flexible and adaptable to meet service needs.\n\nPERSON SPECIFICATION\n\nExperience\n\nSupported Living Services/Care Home/Home Care Administration experience\n\nOrganising and prioritising own workload\n\nExperience of developing office management systems\n\nExperience of working with established office systems and procedures\n\nExperience of working effectively as part of a team\n\nKnowledge and Skills\n\nProficient in literacy and numeracy\n\nIT proficiency\n\nAbility to work flexibly to meet the requirements of the post\n\nUnderstanding of issues of data protection and Service User confidentiality\n\nAble to work positively as part of a team\n\nExcellent communication skills, both verbal and in writing\n\nAbility to communicate with people at all levels\n\nExperience in supporting & developing junior colleagues\n\nLeading a team to achieve high quality outputs\n\nReceiving and acting on feedback from Service Users\n\nPersonal Attributes\n\nAbility to work independently with minimum supervision\n\nSatisfactory clearance with DBS\n\nEfficient and self-motivated\n\nGood interpersonal skills and telephone manner\n\nProfessional and approachable\n\nRespect for all with a commitment to equality and diversity\n\nDisciplined and organised, with the ability to work under pressure and manage own time\n\nDiscreet when dealing with confidential information.\n\n * Expected hours: 40hrs per week. Monday to Friday 9am – 5pm\n\nWork Location: Office based