A not-for-profit company Investing in people Re-investing in services

Job Profile for Administrator

Vacancy Information

There are no vacancies available - Please check again soon!

Job Profile

The postholder is employed by Echoes Community Care, working at our Egham Office and reporting to the Registered Care Manager. The postholder will undertake administration duties to support the efficient operation of the Community Services Office, which provides community care for the region.

Visitors

  1. Welcome visitors to the office, ensuring a courteous and appropriate response is provided to staff, service users, service users’ families, professionals and other visitors. Issues personal protective equipment, paperwork etc. to staff.

Communications

  1. Produces general letters and other correspondence to be sent to service users, staff and other contacts as required.
  2. Processes incoming mail and faxes, ensuring that these are dealt with or routed to the appropriate individuals.
  3. Answers telephone calls in a professional manner. Provides information or advice on relevant matters, or transfers calls to the appropriate team member.
  4. Collects outgoing mail and arranges for posting.

Financial Administration

  1. Processes client contributions as prescribed by Company procedures.
  2. Maintains ledgers and petty cash.
  3. Ensures money is banked correctly and on time.
  4. Contributes to the invoicing and payroll process as required.

Recruitment and Selection Administration

  1. Carries out the administrative aspects of recruitment and selection of staff. This includes collecting information from telephone enquiries; providing information packs and correspondence for applicants; arranging interviews; monitoring the progress of routine checks; and issuing contracts of employment.
  2. Ensuring all newly recruited staff have clearance on all pre-employment checks prior to commencing work with Echoes.

Purchasing and Stock Control

  1. Arranges purchasing of items such as personal protective equipment, stationery, uniforms, postage stamps, office sundries etc.
  2. Controls stocks of the above to ensure that adequate supplies are maintained.

General Administration

  1. Undertakes audits of service users’ and employees’ files as required for the ongoing audit process.
  2. Carries out general administrative support tasks as required by the line manager.

Equal Opportunities

  1. To promote and act at all times in accordance with the Company's Equal Opportunities Policy.

Confidentiality

Your attention is drawn to the confidential nature of this post. Disclosures of confidential information or disclosures of any data of a personal nature can result in prosecution for an offence under the Data Protection Act 1984 or an action for civil damages under the same Act in addition to any disciplinary action taken by Somerset Care at Home which might include dismissal.

Health and Safety

Under the provisions contained in the Health & Safety at Work Act 1974, it is the duty of every employee:

  1. To take reasonable care of themselves and for others at work.
  2. To co-operate with the company, as far as necessary, to enable them carry out their legal duty.
  3. Not to intentionally or recklessly interfere with anything provided (including personal protective equipment) for health and safety reasons or welfare at work.
  4. To report any accident or untoward incident, to take appropriate remedial action as appropriate and to report fully to the Area Manager.

Criminal Records Bureau (CRB) and Protection of Vulnerable Adults Scheme (POVA) and Protect of Children Act (POCA)

The postholder will be subject to an Standard Disclosure from the Criminal Records Bureau. All applicants will also be checked against the POVA register (Protection of Vulnerable Adults Scheme) and the POCA register (Protect of Children Act). All offers of employment are subject to the completion of satisfactory checks. Such checks will continue to be made throughout the postholder’s employment in line with statutory requirements.

Please Note

This job profile is not an exhaustive list of duties, but is intended to give a general indication of the range of work undertaken and will vary in detail in the light of changing demands and priorities within the Service. Substantial changes in the range of work undertaken will be carried out in consultation with the postholder.