We are recruiting on behalf of Creative Support for an Administrator. Creative Support is a not-for-profit organisation promoting the independence, inclusion and wellbeing of people with care and support needs. We do this by working with the people we support, their families and partner agencies to deliver innovative, high-quality services to meet individual needs and aspirations.
Role:
The main purpose of the post is to provide efficient and responsive administration support for our Wolverhampton Services. This position will require you to work in our CQC Registered Offices located on Lord Street, Wolverhampton. The services provide dedicated support to adults with a range of support needs. A high standard of customer care and professionalism is required at all times.
We are seeking a professional who is highly proactive and well-organised to support operational and administrative output. You will provide efficient support to services dedicated to supporting adults with Learning Disabilities and Mental Health needs, with a range of support needs. You will also work closely with the local management team in line with the needs of the organisation. An excellent standard of verbal and written English is essential as well as an interest in working in the not-for-profit/health and social care sector.
Responsibilities:
- To provide secretarial and administrative support to senior staff. This will include typing reports, setting up files, scanning documents, and taking minutes for meetings and payroll.
- Support the Registered Manager and senior staff in updating electronic rostering systems.
- To type correspondence and to produce professional documents and reports required for monitoring and other service purposes.
- Monitor and process timesheets on a weekly basis using an Excel spreadsheet. Auditing timesheets to ensure compliance with contract hours, accurately inputting timesheet information and sending this in to our head office in a timely manner once the correct authorisation has been sought.
- Maintain central annual leave records for staff.
- Answer the phone in a professional and efficient manner, take accurate messages and respond to phone calls and queries from clients and family members.
- To liaise with third parties and stakeholders including the Social Services on behalf of management.
- Respond to queries from clients and family members in person.
- To maintain local training records across the service and to ensure that any gaps against mandatory training requirements are escalated to the Registered Manager.
- Order, put away and keep stock of stationary and office equipment.
- To keep the filing system in order and follow our archiving procedure.
- To prepare monitoring statistics and reports as directed by the Service Director/Registered Manager including contract reports.
- Photocopy forms and ensure sufficient stocks of paperwork.
- To book and prepare meeting rooms.
- Send and receive emails professionally and efficiently.
- Communicate with senior staff and head office to ensure that shifts are covered for the service. This will include maintaining an accurate database of relief worker’s records.
- Help implement and maintain accurate client records.
- To take responsibility for the on call rota and to ensure all relevant information for the on call is up to date and accurate.
- Order and manage petty cash and travel expenses in line with policies.
- Provide a first line of contact for staff members, professionals, service users, family members and to ensure that all messages are accurately recorded, directed and actioned.
- Assisting with preparation of rotas and covering shifts by liaising with agency/head office bank team.
- Signing for parcels/medication/other deliveries to the service.