JOB DESCRIPTION

Job Title: Administrator (Woodbury)

RELATIONSHIPS

1. Responsible to: Registered Manager

2. Responsible for: N/A

3. Important Functional Relationships: Staff at Woodbury, wider Balance employees

3. External contacts: Suppliers, contractors, parents/carers,

MAIN PURPOSES OF JOB

To provide high quality administration support to Woodbury Residential Care Home and Respite Services.

The post holder will be expected to work flexibly, including occasional evenings as required by the service.__________________________________________________________________

Prepared by: Sam Sprigge Agreed by: Andrea Biggs

Date: 17/7/15 Date: 17/7/15

GENERAL DUTIES

1. Typing up changes to Service Users documentation i.e support plans

2. Ensuring Health and Safety checks are carried out in a timely manner and relevant files are updated with appropriate certificates

3. Recording Respite 1:1 hours on Excel

4. Keeping records of respite allocations required for finance to invoice as appropriate

5. Filing, including filing of documents in relation to Care Workers and other stakeholders in accordance with Balance policies

6. Establishing improved systems around admin/filing including: diary management for senior residential support workers and managers; setting up a DBS renewals system; recording leave and training in a timely manner.

7. Sorting through paperwork and establishing what needs shredding/keeping

8. Typing up letters/policies as requested

9. Supporting recruitment processes, DBS checks, reference checks

10.Maintain regular contact with Care Workers to ensure that timesheets are submitted by the weekly deadline

11.Dealing with enquiries into the Home in a timely and efficient manner, cascade queries as appropriate.

12.Comply with the Company policy and procedure and attend a Performance & Development Review every year including monthly supervisions

13.Ensuring updated mandatory training requirements are met

14.General photocopying

15.Typing and general correspondence

16.Operating and maintaining a system for office post

17.Archiving of files/documents in accordance with company policy.

18.Organizing collection of confidential waste

19.Maintaining Home visitor records, and staff attendance records

20.Taking minutes of meetings as directed by the Registered Service Manager

21.Any other tasks as directed by the Registered Service Manager

Person Specification

Essential Desirable

1. Qualifications GCSE level or equivalent, Maths and English Level 2 qualification in a

Business Administration-related subject (eg NVQ, OCR/RSA, City & Guilds)

2. ExperienceEssential:

Experience of providing administrative assistance in an office environment, to a standard equivalent to NVQ level 2

Experience of people with learning disabilities

Experience of handling a wide range of enquiries, and giving messages

Experience of working in a caring setting.

Experience of taking and writing minutes Experience of handling money Experience of filing, and of establishing and

maintaining effective office systems

3. Skills Good English language, numeric and literacy

skills Able to communicate effectively, both orally and

in writing. Strong interpersonal skills - approachable and

friendly, and able to work supportively within a busy team

Good organisational and practical skills Good time management skills, with ability to

work to deadlines Reliable and punctual Meticulous attention to detail Able to maintain strict confidentiality with

sensitive information, in line with Balance’s Confidentiality Policy.

Excellent telephone manner. Knowledge and experience of MS Office,

including Word, Excel, and Outlook

4. General Attributes Ability to work under pressure, and to work

flexibly within a small team to meet the needs of the service

Own car and clean driving licence

Genuine interest in working in a caring environment