Purpose of role
The 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.
This is a fast-paced role that requires you to show initiative, be quick learning and adaptable.
Key Roles
The provision of a reception service, by meeting and greeting visitors and directing them to the appropriate personnel.
Undertake 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.
Develop and maintain effective Office Management Systems that ensure the smooth operation of the service and support the maintenance of information that supports regulatory compliance.
Respond to requests for information from Service Users and their families, colleagues and external professionals.
Support Service Users with applying for benefits and dealing with all matters related to tenancy.
Maintain adequate supplies of stationary, forms, promotional literature/brochures, name badges and order/print replacement supplies when needed.
Undertake 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.
Maintain adequate records in relation to the management of the service, including;
referrals, 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.
Assist maintenance personnel with the coordination and implementation of repairs and maintenance.
Provide administration support to members of the Senior Management Team when required.
Maintain ENVICO Supported Living services Policies and Procedure files, including the staff signatory system.
Ensuring compliance with Care Quality Commission (CQC) regulations and company policies.
Support the manager in drawing up and monitoring the rota system.
Liaise with the Payroll provider, providing relevant information to ensure the accuracy of staff pay.
General
Ensure all information of a confidential nature gained in the course of duty is not divulged to third parties.
Ensure full compliance with the Data Protection Act 2018, when handling, sharing and storing Service User, Staff and Services records.
Ensure the security of the Registered Office is maintained at all times.
Ensure all equipment used are clean and well maintained.
Manage the Director/Registered Manager’s diary
Marketing
Actively market the Service and promote a positive personal/professional profile within the local community, ensuring the good reputation of the Service at all times.
Show visitors round the service, in the absence of the/or at the request of the Registered Manager.
In partnership with the Registered Manager and other colleagues, prepare and display information leaflets posters, send out brochures etc, as and when required.
Training & Development
Complete mandatory and developmental training courses, on or off site, as and when required.
Maintain professional knowledge and competence required to fulfil the role.
Monitor staff training records and ensure they are compliant.
Working Relationships
Develop and maintain good working relationships with staff, management colleagues, visitors, carers, visiting professionals, commissioners and registration bodies.
Display a friendly, flexible, helpful and courteous attitude to Service Users, colleagues, visitors and the general public.
Dimensions of Post
The post-holder has delegated responsibility for the effective delivery of administration support for the ENVICO Supported Living services.
The post-holder will be expected to be flexible and adaptable to meet service needs.
PERSON SPECIFICATION
Experience
Supported Living Services/Care Home/Home Care Administration experience
Organising and prioritising own workload
Experience of developing office management systems
Experience of working with established office systems and procedures
Experience of working effectively as part of a team
Knowledge and Skills
Proficient in literacy and numeracy
IT proficiency
Ability to work flexibly to meet the requirements of the post
Understanding of issues of data protection and Service User confidentiality
Able to work positively as part of a team
Excellent communication skills, both verbal and in writing
Ability to communicate with people at all levels
Experience in supporting & developing junior colleagues
Leading a team to achieve high quality outputs
Receiving and acting on feedback from Service Users
Personal Attributes
Ability to work independently with minimum supervision
Satisfactory clearance with DBS
Efficient and self-motivated
Good interpersonal skills and telephone manner
Professional and approachable
Respect for all with a commitment to equality and diversity
Disciplined and organised, with the ability to work under pressure and manage own time
Discreet when dealing with confidential information.
* Expected hours: 40hrs per week. Monday to Friday 9am – 5pm
Work Location: Office based
Salary description
£27000.00 - £30000.00 per year