Office Manager

MAIN RESPONSIBILITIES

• Ensure performance targets for the team are met (call response, customer service, administration, working time directive and rota efficiency etc).
• Monitor accepted/rejected referrals and report on a monthly basis and taking corrective action where necessary.
• Ensure all cover is secured at the end of each day.
• Organise team on a daily basis to ensure all functions and areas are covered.
• Manage and record annual leave within team.
• Ensure accurate reporting of wages is submitted to Finance on or before 10.00am (Week 2)
• Ensure accurate invoicing is submitted to Finance on or before 10.00am (Week 1 )
• Ensure all wage queries and invoice queries are responded to within 48 Hours
• Develop and maintain efficient recording mechanisms within staff plan hence reducing invoice and wage queries.
• Maintain a consistent Induction program for new team members.
• Accurately record and report on key performance indicators.
• Prepare Personal Development Plans (PDP) ensuring individual, team and corporate objectives are met.
• Cultivate staff motivation through team incentive schemes within agreed management frameworks.
• Continually monitor business policies and processes ensuring effective and efficient service delivery.
• Identify recruitment needs and liaise with HR person weekly to ensure continual recruitment is in place to meet the needs of maintaining the current business and to allow growth from new referrals.
• Ensure annual leave, sick leave, maternity leave and leavers are taken into account when projecting recruitment.
• Conduct monthly performance review meetings with team members ensuring PDP’s are updated accordingly.

• Ensure compliance of regulatory guidelines and procedures.
• Ensure effective channels of communication are utilised to ensure community and operational issues are accurately recorded and addressed.
• Liaise with appropriate departments in relation to grievance, disciplinary and complaints ensuring all are dealt within RQIA guidelines.
• Maintain a robust contingency plan in relation to unforeseen circumstances.
• Management of operational team budget.
• Monitor team calls to ensure high levels of customer service are achieved.
• Liaise with On Call Manager to ensure that the on call facility is adequately covered.

Personal Development

• Maintain professional knowledge and competence on both company policies and regulatory standards.
• Compulsory attendance to training courses and updates as deemed necessary and in accordance with NISCC standards.
• Maintain up to date knowledge of industry developments.

Special Conditions

• To carry out other duties and responsibilities commensurate with the post and the needs of the organisation in order to develop and maintain service delivery. 
• The post requires the holder to have a clear disclosure check in accordance with the regulatory body Access NI/Garda Clearance.
• You may be required at times to transfer (depending on business needs) to alternative departments/areas.

You should note that under the Health and Safety at Work legislation you are required to take all reasonable steps while at your work to ensure your own health and safety and of those who may be affected by your acts and omissions at work. You are also required to co-operate fully with regard to the implementation of health and safety arrangements and you should not interfere with or misuse anything provided in the interests of Health and safety at work.

This job description indicates only the main duties and responsibilities of the post.  It is not intended as an exhaustive list.  Homecare reserves the right to amend this job description from time to time, according to business needs.  Any changes will be confirmed in writing.