Team administrator- ENVICO Supported Living Limited

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