Office Administrator - Southampton, United Kingdom - Flame Lily Independent Living Limited

Description

Job Title:
Office Administrator NF


Reports to:
The Branch Manager, Quality Assurance and Compliance Manager and Directors.

Works with:
Care Staff, Team Leaders, Clients and Relatives, Adult Services, District Nurses, and other professionals.

Hours:
As per Contract of Employment.

Rate of pay:
As per Contract of Employment.

Other benefits: 28 days holiday (incl. Bank Holidays), pro rata for part-time employees, Employer's Pension Scheme, Employee Assistance Programme.


Role Description:
The Office Administrator will support with day-to-day office tasks and be competent in prioritising and working with little supervision.

Day to day management of rotas, alert monitoring via PCS and working as part of a team to undertake clerical and administration duties are at the centre of this role.

The office administrator ensures the smooth running of the office. The Office Administrator will be organised, self-motivated and trustworthy.


Duties:

• Assists the Manager in maintaining Client and Staff files in line with GDPR.
• Responding to & resolving rota changes on a daily basis.
• Monitoring & actioning alerts on PCS.
• Greeting Guests and Visitors in a friendly and warm manner on arrival.
• Managing a visitor logbook in line with company policies and procedures.
• Prepare reports, presentations, memorandums, proposals, and correspondence as required.
• Answering the telephone, filtering, and directing calls accordingly whilst ensuring good communication with Management and Outside Parties by maintaining the Communications Books and Diary.
• Support the Manager to ensure that all records are maintained to meet service standards regulated by the Care Quality Commission (CQC)
• Schedules appointments and meetings for Management where required.
• Track office, PPE and LFT supply inventories and report stock levels to Management.
• Updating the online journals with the daily communications.
• Maintaining the cleanliness and tidiness of the Office in line with COVID19 and Infection Control policies and procedures.
• Archiving old Office records.
• Supporting Management with any other required tasks.

Person Specification

Essential

Excellent oral and written communication skills.

Must be able to communicate at all levels.

Detail oriented and works with a high degree of accuracy.

Highly organized and flexible, good time management skills.

Ability to multitask and meet changing deadlines.

Must be self-directed and able to complete projects with limited supervision.

Maintains Service Users and Staff confidentiality.

Ability to pick things up quickly.

See tasks through to completion.

Enthusiastic.

Strong initiative.

Confident.

Efficient.

Satisfactory enhanced DBS check.

Desirable

Experience as an Office administrator.

Experience with PCS.

Experience in Care.


Job Types:
Full-time, Permanent


Salary:
£11.00 per hour


Benefits:

• Company pension
• Wellness programme

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Covid Office Risk Assessment and Cleaning Checklist in place which is in line with current guidelines.
Well ventilated office space and personal working stations.


Work Location:
One location

Application deadline: 07/03/2023


Reference ID:
OA2023

Expected start date: 27/03/2023