Social Care Administrator

Key Duties & Responsibilities:

Administration Support to the Head of Service:-

• To provide general support and assistance to the Heads of Social Care Services.
• Processing and recording Incident Reports to ensure compliance with all Service Level agreements / Statutory Stakeholders’ requirements.
• Preparation and maintenance of existing summary incident reports.
• Maintaining accurate and secure records of service users’ information.
• Collation and recording of monthly staff attendance record reports.
• General typing and filing duties.
• Ensuring service user data confidentiality.
• Attend meetings, take notes and issue minutes and prepare accurate reports when required.
• Assist with maintenance and coordination of supervision records for staff reporting to the Heads of Social Care Services.
• Assist the Heads of Social Care Services with day to day correspondence with staff, regulatory bodies and all relevant stakeholders.
• Providing information as requested by RQIA and Trusts.

• Provide Reception cover (on a rota basis with other office staff) as and when required - receive incoming telephone calls, handle queries, operate switchboard and forward accurate messages.
• Meet and greet visitors and staff and provide hospitality as and when required.
• Provide administrative support for colleagues and community staff when required.
• Record, file and retrieval of information.
• Provide reports, queries and mailing from existing databases.
• Any other administrative duties as required

Qualities and Disposition

• Ability to undertake such work you are assigned in a careful, efficient and organised way and in compliance with current standards and regulatory requirements.
• The ability to communicate in a friendly, helpful, professional and non-prejudicial manner in your dealings with staff, residents, pupils and visitors to the Community.
• The awareness of the need for confidentiality around all sensitive information.

(The above list serves to illustrate the scope and responsibilities of the post and is not intended to be exclusive.  This role will develop as the Organisation develops, subsequently leading to changes in the job responsibilities).

Person Specification:

ESSENTIAL CRITERIA – all applicants MUST be able to demonstrate either at short-listing or at interview all essential criteria listed below.  Applicants should therefore make it clear on their application form whether or not they meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

The following are essential criteria which will be measured at short listing stage:

Criteria

Essential

Desirable

Evidenced By:

Education/Training/

Qualifications

NVQ Level 3 (or equivalent) in Business Administration

OR

5 GCSEs (or equivalent) to include a minimum level ‘C’ grade in English language and Maths

(In the case of applicants who do not meet the qualification requirements of the post but have 4 years’ experience in  similar post this criteria will be waived)

Diploma in Office Administration

Application form and Qualification Certificates.

Experience

With the NVQ Level 3 qualification: At least six months experience working within an office environment.

OR

With the 5 GCSE’s:

A minimum of 2 years relevant experience in a similar post.

Excellent working knowledge of MS Office package with particular experience of Word, Excel and Outlook

6 months related administrative experience

ECDL qualification

Application form

&
 

Interview

Specialist Knowledge & Skills

Excellent and effective communication skills

Willingness to undertake mandatory training  and to partake in personal development

Ability to prioritise workload

Ability to work as part of a team

Maintaining confidentiality

Ability to work under pressure and meeting deadlines

Strong organisational and administrative skills

Demonstrate a flexible approach to meeting the objectives of the job.

Application form

&

Interview

Other Requirements

Flexibility to work on a full time 40 hours per weeks basis when required

Valid work permit

Access NI check

Able to fulfil the Occupational Health requirements for the post

Job References

Work permit

Valid documentation

Occupational Health questionnaire

2 satisfactory references

Benefits

• Starting on 20 days annual leave pro rata, plus Camphill Community Glencraig recognises 12 statutory days
• Organisation Pension available with qualification period
• Occupational sick Pay Scheme with Qualification periods
• Commitment to development of the staff team through training and learning opportunities