Looking for a job where administration really counts?
Look no further!
We currently have a vacancy on our Homecare Service. The post will provide administrative and secretarial support to the Area Manager and Service Manager responsible for the Service.
Administrator – Home Care
30 hours per week
£12,111 - £13,422 (depending on experience and qualifications)
Working from our Bangor Office, you will provide an efficient and comprehensive administrative and secretarial service to the Home Care management team.
Your will need to have a thorough understanding of the use of the Microsoft Office Suite (Word, Excel, PowerPoint and Outlook). It is especially important that you have a comprehensive understanding of Microsoft Excel. You will be able to demonstrate your ability to communicate effectively and sensitively, both verbally and in writing. The successful applicant should be able to work on their own initiative, taking responsibility for actions and tasks.
Key duties
· Updating Staff Plan Roster and ensuring new client information received is inputted
· Providing secretarial support whilst ensuring all calls are dealt with politely and professionally
· Contacting Home Care staff to confirm rota changes and priority calls
· Collating timesheet and expenses information
· Inputting timesheet information onto the Payroll system
· Typing and dispatching letters, reports, personal client policies and meeting minutes
We offer our staff
· all necessary training, including NVQs
· individual support
· work within a team
· 25 days annual leave, increasing to 30 days after 5 years
· enhanced pay for public holidays
· 5% non-contributory pension
If you would like to find out more about the satisfaction that you could gain from becoming an Administrator with Cartrefi Cymru, then please contact our Recruitment Hotline on 029 2064 2286 or email us: quoting reference number 130528/AA/HC to receive an application pack. If you wish to apply online, find out more about us, please refer to our website: www.cartrefi.org
The closing date for applications is 12.00 noon, Friday 14th June 2013.
JOB DESCRIPTION: ADMINISTRATOR - HOME CARE SERVICE
BASE: BANGOR OFFICE
SALARY: £14,937 - £16,554
HOURS: 37 HOURS PER WEEK
ACCOUNTABLE TO: AREA MANAGER
POST SUMMARY
To provide an efficient and comprehensive administrative and secretarial service to the Area and Locality Manager as required and to take responsibility for any delegated aspects relevant to the management of the department.
MAIN DUTIES AND RESPONSBILITIES
1. Secretarial and Administrative Services
1.1 To maintain and update Staff Plan Roster information, ensuring that the system is fully operational and that any new client information received is inputted into the system upon receipt.
1.2 To assist the Home Care Management Team by fielding telephone calls, ensuring that all calls are dealt with politely and professionally and that each call is directed to the most appropriate person. Any emergency calls to be handled as a priority.
1.3 To ensure that Home Care team members are contacted and made aware of changes to their working practice i.e. priority calls, rota changes etc.
1.4 Collating timesheets and expenses information in a timely manner.
1.5 Input timesheet information onto the Payroll system on a strictly weekly basis.
1.6 To ensure that all expenses sheets are correctly completed and signed upon receipt in the department.
1.7 To type and dispatch letters, reports, personal client policies, agenda and minutes of meeting using current computer operating systems i.e. Microsoft 2007 as and when required.
1.8 To deal with correspondence as delegated.
1.9 To assist any callers to the department in a professional and courteous manner, directing them as necessary.
1.10 To book meetings, venues and possibly overnight accommodation as required. Internal meetings to be booked using the company’s Booking Diary system (available nationally).
1.11 To assist Area, Locality and Service Manager in the maintenance of records as required by Cartrefi Cymru’s Quality Monitoring System.
1.12 To organise and maintain an efficient filing system – both paper and electronic in accordance with ISO 9001:2000 requirements.
1.13 Liaise with Staff Development Department to ensure that any updates to Staff Plan Roster training is undertaken by users.
1.15 To organise the payment of invoices relating to the department as per Cartrefi Cymru’s Finance Policy.
2. Departmental Management
2.1 Distribution and collating of surveys and information to service users and staff as required.
2.2 Issuing of personal protective equipment and supplies to staff. Ensuring that an adequate stock is maintained and ordered as and when necessary.
2.3 To liaise with other sections/departments on behalf of the Area Manager as required.
2.4 To assist Area, Locality and Service Manager in any banking activities and associated record keeping.
2.5 To ensure that the archiving of all information is carried out as per ISO 9001:2000 process and as per Cartrefi Cymru’s Archiving Policy.
2.6 Ensuring that the office area is in good order and that all confidential paperwork is stored appropriately at the end of each working day.
2.7 Assist other staff to use office equipment and systems as necessary
3. Internal and External Meeting Duties
3.1 Any internal or external meetings booked by the department to be administered by the Home Care Administrator.
3. Target Setting and Personal Appraisal
4.1 The post holder will be expected to contribute to the setting of their own personal targets.
4.2 To participate in supervision sessions with Line Manager.
4. Other Duties
5.1 The post holder may be required to undertake special projects from time to time.
5.2 The post holder is expected to carry out his/her duties in accordance with all Cartrefi Cymru’s policies and procedures.
5.3 At the time of holiday/sickness or in the event of a vacancy, the post holder may be required to provide cover for a colleague within the department.
5.4 To undertake any duties, as agreed by the Line Manager, appropriate to this post, reflecting the change that may take place within the organisation or the post.
5. General
Whilst carrying out these activities, the post holder will:-
6.1 Seek to improve his/her performance and contribution.
6.2 Keep up to date with developments in subjects relevant to his/her tasks.
6.3 Seek to improve his/her knowledge and skills.
CONFIDENTIALITY
All information relating to Cartrefi Cymru, service users, staff and houses is strictly confidential and should not be discussed or disclose
PERSON SPECIFICATION – ADMINISTRATOR (HOME CARE)
The candidates for this post will be expected to demonstrate the following attributes. Evidence for these will be assessed at the stages indicated – Application (APP), Interview (INT), Probation (PRO)
A. EXPERIENCE of:
Essential1) Experience of secretarial and administrative work
2) Experience of using Microsoft Office packages
3) Experience of simple book-keeping
4) Experience of servicing meetings
Desirable
5) 5) Experience of working in accordance with ISO 9001:2000 standards
6) 6) Organising and maintaining an efficient paper and electronic filing system / 1) APP/INT
2) APP/INT
3) APP/INT
4) APP/INT
5) APP/PRO
6) APP/PRO
B. ABILITIES AND SKILLS in:
Essential1) Ability to use spreadsheets and database packages effectively
2) Ability to communicate effectively both verbally and in writing in English
3) Ability to deal with telephone and personal callers in a sensitive manner
4) Ability to show sensitivity to issues facing older people and people with learning and physical disabilities
5) Ability to work on own and on own initiative
6) Ability to use word processing packages effectively
7) Ability to read and draft correspondence in English
8) Commitment to attain NVQ
9) Ability to organise meetings and venues for training events
10) Reading and drafting correspondence in English
Desirable
11) Word Processing qualification - RSA Stage II or equivalent
12) NVQ 2 in Business Administration
13) Communicating verbally and in writing in Welsh
14) Reading and drafting correspondence in Welsh / 1) PRO
2) INT/PRO
3) INT/PRO
4) PRO
5) PRO
6) PRO
7) INT/PRO
8) PRO
9) PRO
10) PRO
11) APP/PRO
12) APP/PRO
13) APP/PRO
14) APP/PRO
C. KNOWLEDGE AND UNDERSTANDING of:
Essential1) Understanding of administrative procedures
2) Understanding of the efficient use of information technology
3) Understanding issues of confidentiality
4) Understanding of Equal Opportunities and anti-discrimination practices / 1) INT
2) INT
3) INT
4) INT
CARTREFI CYMRU
Disclosure and Barring Service - POLICE CHECK POLICY
POLICY STATEMENT
As an organisation using the Disclosure and Barring Service (DBS) Disclosure service to assess applicants’ suitability for positions of trust, Cartrefi Cymru complies fully with the DBS Code of Practice (a copy of which is available on request) and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any person being the subject of a Disclosure on the basis of conviction or other information revealed.
Cartrefi Cymru is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age physical/mental disability or offending background.
We have a written policy on the recruitment of ex-offenders, which is made available to all Disclosure applicants at the outset of the recruitment process.
We actively promote equality of opportunity for all with the right mix of talent, skills, and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualification, and experience.
A Disclosure is only requested after a thorough risk assessment by the relevant Senior Manager has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.
Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential, cover to a designated person within Cartrefi Cymru and we guarantee that this information is only seen by those who need to see it as part of the recruitment process.
Please note that employment will not commence until the Disclosure certificate has been received. Applicants should also be aware that the DBS processing time may take up to 6-7 weeks.
CARTREFI CYMRU
POLICY STATEMENT ON THE RECRUITMENT OF EX-OFFENDERS
Because of the nature of Care work, all Care Positions are exempt from the provisions of Section 4(2) of the Rehabilitation of Offenders Act 1974 by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 1986. As such all applicants are required to declare any conviction, caution, warning etc. even if they would otherwise be regarded as “spent” under this Act.
We will ensure that all those in Cartrefi Cymru who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We will also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. The Rehabilitation of Offenders Act 1974.
At interview, or in a separate meeting, we will ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information could lead to withdrawal of an offer of employment. If you are already employed by Cartrefi Cymru then we reserve the right to terminate your employment summarily.
We will make every subject of a Disclosure and Barring Service Disclosure aware of the existence of the Disclosure and Barring Service Code of Practice and will make a copy available on request.
We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing an offer of employment. . If you are already employed by Cartrefi Cymru then we reserve the right to terminate your employment summarily.
Having a criminal record will not necessarily bar someone from working with us. This will depend on the nature of the position and the circumstances and background of their offences, and on their honesty in disclosing prior offences.
CARTREFI CYMRU
PROTECTION OF VULNERABLE ADULTS
The broad definition of a vulnerable adult is a person “who is or may be in need of community care services by reason of mental or other disability, age or illness, and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm”.
What is abuse?
Abuse is any form of action, perpetrated against a person without their consent and, in a way that potentially acts against their interests, is a violation of an individual’s human and civil rights by any other person. Abuse can take a number of forms, including physical, verbal, sexual, financial, emotional or psychological, neglect and acts of omission and discrimination.
Cartrefi Cymru will do its utmost to prevent abuse through careful recruitment and selection processes, guidance and training for care staff and monitoring.
PoVA List
Like all Care Providers, Cartrefi Cymru, has a legal obligation to refer all abuse cases for inclusion on the Protection of Vulnerable Adults (PoVA) list.
The PoVA list is a national database that contains the names of people who are deemed unsuitable to work or have contact with vulnerable adults.
In the case of inclusion on the provisional or permanent list, Cartrefi Cymru is barred from continuing to employ an individual in a care position and he or she must be moved from the care position immediately if this has not already been done. If a move is not possible, dismissal may be the only option.
What does this mean for you?
1. If you are not on the PoVA list, either as confirmed or provisional: we look forward to receiving your application form.
2. If your name is on the provisional list: you are welcome to apply, however Cartrefi Cymru cannot employ you in a care position until you have been exonerated from the abuse allegations and your name has been removed from the provisional list.
(If you are included on this list you will have been informed and have been given the opportunity to submit your comments as to why you should not be included on the list.)