Office Administrator
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Job Location:
New Malden - UK
Monthly Salary:
Not Disclosed
Posted on:
3 hours ago
Vacancies:
1 Vacancy
Job Summary
The Role
- Responsible for all aspects of office administration activities whilst being reactive to the needs of the business to include managing maintenance of office equipment e.g. photocopier franking machine dish washer mobile phones tablets etc.
- Ordering consumables e.g. pens photocopier paper toilet roll kitchen towel tea coffee sugar and biscuit supplies etc.
- Order and monitor the stock of celebration/sympathy cards sent to clients and care pros.
- Support office projects and IT initiatives where appropriate including the onboarding of new team members.
- Set up meeting rooms to include shopping for lunch if required.
- Manage and coordinate events such as the Care Pro and client annual Christmas party and other social activities e.g. Care Pro meetings and annual conference.
- Remain reactive and flexible to the needs of the business providing administrative and operational support as required.
- Ensure compliance with Home Insteads Equality Diversity and Equal Opportunities Policy in respect of employment and service delivery.
Client Communication & Engagement
- Write and send client correspondence including birthday cards Christmas cards and other personalised communications.
- Act as a first point of contact for client and family queries or requests responding promptly and professionally.
- Manage correspondence by responding to emails and handling incoming and outgoing queries.
- Manage and monitor the Client Care inbox ensuring all messages are triaged actioned and followed up appropriately.
Client Care Monitoring and Escalation
- Review daily care visit notes to identify concerns trends or risks.
- Create and maintain a daily escalation list for distribution to the wider care and office teams.
- Review medication reports and escalate any concerns discrepancies or issues to the office team in a timely manner.
Client Compliance & Service Delivery Support
- Apply for Powers of Attorney (POAs) through the Office of the Public Guardian (OPG) ensuring accurate completion submission and tracking of applications.
- Using Care CoPilot upload medication and activity logs and disseminate the escalation report to the broader office team.
- Upload all missed outstanding or medication error records onto ACP in preparation for the monthly audit.
- Support compliance-related tasks and ad-hoc projects as required.
Care Coordination & Events
- Maintain and manage the Hospital Admissions and Discharges Board ensuring it is kept up to date.
- Liaise with families hospital discharge teams and Care Professionals to ensure safe hospital admissions and a smooth return home (potentially).
Care Professional Support
- Coordinate Care Professional retention activities such as newsletters Care Pro of the month etc.
- Monitor PPE stock levels and order as appropriate.
- Maintain the compliance spreadsheet tracking Right to Work Business Insurance MOT and Tax database and DBS renewal dates.
- Manage the Clevacard system ensuring carers cards are funded appropriately and balances are monitored at least three times a week.
Qualifications :
Essential Criteria
- Competent using office programs (e.g. MS Office Google Docs etc.) with the aptitude to learn new software & systems.
- Proven experience in office administration within a busy office environment.
- Excellent written and verbal communication skills.
- Strong organisational and time-management skills with the ability to prioritise effectively.
- Self-motivated team player with the confidence to work alone.
- High attention to detail and ability to manage sensitive and confidential information with a keen eye for detail and the ability to work accurately under pressure.
- Confident liaising with clients families healthcare professionals and internal teams.
- Comfortable working in a fast-paced environment and responding to changing priorities.
- Compassionate professional and client-centred approach.
Additional Information :
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.
Remote Work :
No
Employment Type :
Part-time
Key Skills
- Office Manager Experience
- Microsoft Office
- Data Entry
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Microsoft Excel
- Filing
- Administrative Experience
- Microsoft Outlook Calendar
- Bookkeeping
About Company
Home Instead is the worlds leading provider of non-medical care and companionship services for older people. With minimum visits of one hour, award winning training and an excellent reputation we are immensely proud of the quality of care we provide. We match our CARE Professional t ... View more
