Trust Home Care Administrative Assistant

Trust Home Care Administrative Assistant (Band 3)

Armagh

Temporary (5 months Initially)

The Client: Local Healthcare body based in Armagh

The Role: Trust Home Care Administrative Assistant

JOB SUMMARY

The post holder will provide administrative support to the Trust Home Care team. They will maintain and update all records held within the Trust Home Care team to support the rostering of Home Care Assistants. This will involve extensive use of the telephone to contact staff to assist with ensuring that work rosters are covered. They will also be in contact with clients and carers to keep them informed of changes to the rota or to deal with appropriate queries.

KEY DUTIES/RESPONSIBILITIES

To be the first point of contact for service users and carers, professional staff and Trust staff who wish to report issues with their Trust Home Care service and take the appropriate action within Trust guidelines to resolve all routine issues.

• Maintain details of Home Care Assistant availability for work and match this against the work required.
• Administration of work rotas for Home Care Assistants including allocation of duties covering annual leave, sick leave, mandatory training and any other changes to the duty rota using Comcare IT software.
• To arrange alternative cover when a Care Assistant is unable to report for duty.
• Work closely with Home Care Supervisors and to advise at earliest opportunity of difficulties in administration of duty rotas.
• Check Home Care Assistant mileage against allocated duties for approval by Home Care Supervisor.
• Responsible for inputting all information relating to payroll and internal/external invoices on a timely basis using Comcare System or agreed manual systems.
• Present appropriate payroll information on a timely basis to ensure payment of all staff.
• Make appointments with Occupational Health when required and requested by Home Care Supervisor and send out appropriate letters.
• Establish and maintain efficient and structured administration support systems.
• Assist in collating statistical information to be provided to various departments - internal and external to the Trust.
• Maintain staff personal files to include all staff details and ensure that a copy of all correspondence relating to the staff member is in their personal file.
• Maintain and monitor stock and stationery and other stock items.
• Input and extract accurate information from various sources eg SOSCARE, Access and Excel, to produce reports.
• Provide administrative support as appropriate in the selection and recruitment of staff.
• Participate in the Trust's appraisal and performance review and undertake necessary training to require and update any skills as deemed appropriate to the efficient discharge of duties of the post.

GENERAL REQUIREMENTS

The post holder will be required to:

• Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation.
• Ensure the Organisation's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• Take responsibility to minimise the Trust's environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.
• All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the [org name] including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Trust policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent The Organisation's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-time: 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in an admin/clerical role

OR

• 2 years' experience in an admin/clerical role

• Experience using Microsoft Office suite of programs. Such as Word, Excel or equivalent

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

Why use Staffline? This may not matter to you when you're looking for a new opportunity, but we just wanted to tell you a little bit about Staffline. We know that finding the right job can be challenging and we have the tools and resources to help you succeed. An established recruitment agency since 1983, we offer permanent and temporary job solutions to lots of different clients in multiple industry sectors in Northern Ireland and Republic of Ireland. For further information please apply with your up to date CV by clicking the button.