Our office was established in 2020 as part of UK's #1 rated Home care brand which has a network of 250+ office across the UK and with presence in 12 countries. With a mission is to brighten the lives of seniors giving them a sense of purpose, wellbeing & worth, this role will play a vital part ensuring that our clients receive the best in class quality care and support the growth of our business. We are a young company with opportunities to grow that will present itself to the right candidates

Job Purpose

To perform a wide variety of administrative duties in a timely manner to support the smooth running of the office. To co-ordinate office activities effectively and efficiently in order to provide the highest quality service to clients.

The Role

• Responsible for all aspects of office administration activities whilst being reactive to the needs of the business.
• Warmly greet visitors to the office; answer phone calls in a polite professional manner, passing on clear messages where appropriate.
• Manage correspondence by responding to emails and handling incoming and outgoing post.
• Maintain effective systems ensuring that all filing and databases are kept up to date.
• Support service delivery process including ensuring compliance, collecting activity logs and updating systems.
• Coordinate holidays for the office team and CAREGivers.
• Responsible for coordinating the on-call rota and handover.
• Support the recruitment and pre-employment checks processes where appropriate.
• Coordinate CAREGiver retention activities such as newsletters, CAREGiver of the month etc.
• Accountable for invoicing and payroll administration including entering billing hours and expenses.
• Support projects and IT initiatives where appropriate.
• Control the office supplies and make sure it is in accordance with office needs.
• Carry out any other duties deemed necessary for the successful operation of the business.
• Ensure compliance with Home Instead’s Equality, Diversity and Equal Opportunities Policy, in respect of employment and service delivery.
• To offer part-time (Flexi hours) or full time admin support to all aspects of the business
• Ensure all filing and data is up to date
• To undertake any support or admin duties as required by the Franchise Owner or Care Manager
• Be flexible to meet the demands of the business including participating in an on-call rota. Which means it may require you to support team members emergency situations
• Processing job applicants and booking in for Interview.
• Networking in the local community and supporting marketing activities.
• Care scheduling
• Accountable for invoicing and payroll administration including entering billing hours and expenses.
• Process invoices and follow up where appropriate with clients and suppliers.
• Support the reconciliation of bank statements and preparation of monthly accounts.
• Support projects and IT initiatives where appropriate.
• Control the office supplies and make sure it is in accordance with office needs.

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.
• Strong organisational skills with the ability to multitask.
• Self-motivated and able to work flexibly.
• Excellent written and verbal communication skills.
• Keen eye for detail and the ability to work accurately under pressure.
• Strong team player with the confidence to work alone.

Competencies

Core Competencies

Driving Results

Customer Focus

Influencing

Teamwork & Collaboration

Communication & Relationship Management

Living Home Instead

Agile Learner

Role Specific Competencies

Quality Focus

Adapting to Change

Planning & Organising

If you have a passion for caring and the motivation to help us achieve our ambitions, we would love to hear from you.

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.