Administrative Assistant

Temporary Administrative Assistant

Newry BT35 8AP & Banbridge BT32 3GN Site

Fulltime 37.5hpw

Monday to Friday (9am to 5pm or 7am to 3pm on rota)

ROLE 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.

MAIN RESPONSIBILITIES

1. 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.
2. Maintain details of Home Care Assistant availability for work and match this against the work required.
3. 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 IT software systems.
4. To arrange alternative cover when a Care Assistant is unable to report for duty.
5. Work closely with Home Care Supervisors and to advise at earliest opportunity of difficulties in administration of duty rotas.
6. Check Home Care Assistant mileage against allocated duties for approval by Home Care Supervisor.
7. Responsible for inputting all information relating to payroll and internal/external invoices on a timely basis using Comcare System or agreed manual systems.
8. Present appropriate payroll information on a timely basis to ensure payment of all staff.
9. Make appointments with Occupational Health when required and requested by Home Care Supervisor and send out appropriate letters.
10. Establish and maintain efficient and structured administration support systems.
11. Assist in collating statistical information to be provided to various departments – internal and external to the Trust.
12. 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.
13. Maintain and monitor stock and stationery and other stock items
14. Input and extract accurate information from various sources eg SOSCARE, Access and Excel, to produce reports.
15. Provide administrative support as appropriate in the selection and recruitment of staff.
16. Any other duties associated with the role.

ESSENTIAL CRITERIA

• 4 GCSEs at Grades A-C including English Language or equivalent/higher qualification AND 1 years’ experience in a clerical/administrative role

OR

2 years’ experience in a clerical/administrative in lieu of qualifications

• Experience in the use of Microsoft Office products including Word and Excel, or equivalent.

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation.

Please note only those candidates shortlisted may be contacted.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.