Apprentice Administrator job description

REPORTING LINE: Operations

REPORTING TO: Deputy Care Manager

PURPOSE OF POSITION: To help support the efficient running of the Branch administration, for the care management teams and staff, maintaining high standards of care at all times.

EMPLOYMENT TYPE: Full-time position

LOCATION: Alton / Winchester

HOURS: 9:00am to 5:00pm, Monday to Friday

HOW TO APPLY: Please send an up-to-date CV and covering letter outlining why you wish to apply and your suitability for the role, to Sarah at [email protected]  Your application will be held in confidence. If you would like more information before applying, please contact Sarah on 07741 312091 or email your queries to [email protected]

CLOSING DATE: Applications should be received by 5.00pm on Friday 18th June 2021. We regret that applications received after this time will not be considered.

PRINCIPLE RESPONSIBILITIES:

Below is a list of the duties and responsibilities you may be asked to undertake as an Apprentice Administrator:

● Assist with the opening and closing of the Branch on a daily basis;

● Welcoming all clients, prospective clients, prospective applicants, staff and other visitors to the branch in a courteous, friendly and helpful manner;

● Assisting visitors who may have difficulty with physical access to the building;

● Support the Deputy Managers to organise the Group’s operational schedules; to ensure all schedules are covered by matching carers with clients while meeting their preferences in regards to days, times and duration of visits;

● Take part in out of hours on-call rota;

● Assist with the organisation of weekly branch meeting’s ensuring attendance with Registered Branch Manager, Deputy Manager, Supervisor and Learning and Development Advisor;

● Show commitment to your team by supporting new initiatives and making recommendations for continuous improvement;

● Deal with daily enquiries from new and existing clients and signpost or provide information about other professional services that may be required;

● Communicate effectively with the Registered Branch Managers and other professionals with regards to Clients;

● Communicate effectively with all Clients & Carers handling any query professionally and confidentially;

● Ensure record of staff sickness, absence & holidays are accurately and confidentially maintained and compile monthly reports for the Registered Branch Managers;

● Arrange and facilitate staff meetings;

● Attend training courses as and when offered or required;

● Ensure all communications are logged in the appropriate communication records;

● Process and administer room bookings to include preparation of meeting and conference rooms and assist in arrangements for catering provisions when required;

● Setting up computer and/or projector for internal and external meetings when required;

● Responsibility for receiving and transferring all calls, taking messages and passing these on via the email system or connecting callers to staff members in a professional manner;

● Contribute to team-wide communications and help with the management of any knowledge required to provide an excellent standard of care to our carers, office staff and clients;

● Provide administrative and general support to Office Team;

● Photocopying and scanning documents;

● Process office supplies (kitchen and bathroom) for staff and maintain adequate stocks;

● Ensuring the confidentiality and security of both company and client documentation at all times including organising the clearance of confidential shredding.

Whilst the above tasks are comprehensive they cannot be regarded as definitive.

ESSENTIAL QUALIFICATIONS:

● Good standard of general education.

PERSON SPECIFICATION:

The following personal attributes are considered essential to the post of Apprentice Administrator:

● Self-motivated, with the ability to organise their own workload and diary;

● Organised;

● Adaptable;

● A warm, approachable personality;

● An imaginative approach to learning;

● Enthusiastic;

● Sensitive to the needs of others;

● An active team player but also able to work on their own initiative;

● Good communication and people skills with the ability to identify key information for the Registered Branch Manager and Deputy Manager;

● Have a common-sense approach and a non-judgemental attitude.