Care Co-Ordinator and Administrator

Salary: £23,7950.20 to £26,000 pa DOE

Permanent, full time position: 40 hours per week

Office based role at Prockters Farm Offices, West Monkton, Taunton

 Job Description:

As a Supported Living & Outreach Service Coordinator, you’ll be based within the head office to support the Outreach and Supported Living Manager and the Deputy Supported Living and Outreach managers. You will manage  all administrative aspects of the service and ensure good coordination between management and support staff while maintaining an efficient and effective service   .  This role will be part of our multi-disciplined and highly regarded Supported Living and Outreach Team, supporting with the coordination and procurement of housing, supported living care, to; improve quality of support to team members and service users, value for money and increase engagement with providers.   With us, you will have the chance to progress your career within a vibrant, supportive and culture led organisation.

The Supported Living service is designed specifically to provide semi-independent living support to young people aged 16 years and over and may include Unaccompanied Asylum Seeking Children (UASC). The Outreach service provides community-based care and support packages to children and young people aged 0-18 years of age and includes support to families as well as multiagency working and liaising with other services such as Social Workers, Local Authorities and other care providers.

You will ensure that the values of organisation are embodied, as well as taking a lead role in developing and updating the key documents, whilst role modelling and supporting colleagues. It is essential that you are a supportive, driven person who displays patience, kindness, and leadership skills that enable you to role model a passion for empowering young people to achieve their full potential.

Main Duties & Responsibilities:

• To maintain and complete accurate paper and digital records to satisfy all regulatory (where applicable), statutory and internal company requirements.
  
• To prepare reports & other written materials.
  
• To keep files & records as required.
  
• To occasionally take notes & minutes at meetings.
  
• To support the development and maintenance of relationships with stakeholders and addressing any issues or shortfalls.
  
• To maintain the services HR, Recruitment and Training compliance by conducting the timely completion of all HR associated documentation.
  
• Answer the telephone & respond to all enquiries in a friendly, efficient manner.
  
• Coordinating supervisions with Deputy Managers and Managers for each service.
  
• Processing and replying to new enquiries and referrals received by the service.
  
• Coordinate meetings with professionals and manage diaries.
  
• Procuring property to support natural service growth.
  
• Keep up to date with any changes to policies, procedures or regulations that affect the service.
  
• Support the Service Manager, deputies and service through promotion and attendance at marketing events for recruitment etc.
  
• Assist in the reporting and HR management of absence reporting and coordinating cover for assignments.
  
• Proactive internal communication to staff across services via the appropriate communication platforms.
  
• Report any incidents or non-compliance within the service to the Service Manager or next available management level.
  
• Coordinate team meetings.
  
• Booking in work and market to appropriate teams via WhatsApp for both services and liaising with local authorities.
  
• Assist the deputy managers and service lead in ensuring that excellent standards of support are provided to the people who use our service by staff.
  
• Lead on the coordination of training, health and safety.
  
• Conduct regular administrative audits for the service.
  
• Support with the management of rotas.
  
• To actively contribute to the improvement of the Services communications, including internal and external communications, training materials, presentation materials, marketing leaflets, obtaining feedback from stakeholders and using this to promote and sell the services to local authorities.
  
• Any other ad hoc administration duties, this may include visiting homes, support workers and young people.
  
• Demonstrate clerical experience from a similar role.
  
• Flexible, organised, able to prioritise workloads, solve problems & make decisions.
  
• Calm under pressure & can work under your initiative.
  
• A solid written & verbal communicator with an eye for detail & excellent interpersonal skills.
  
• Highly proficient in the use of Dropbox, Excel, Word, Outlook, PowerPoint, Windows.
  
• Excellent customer service skills, both verbal and written.
  
• Good time management & attention to detail.
  
• Be a good role model for the staff team at all times.
  
• Ensure the staff team are supported, mentored, and receive the highest quality of supervision and coaching where appropriate.
  
• Undertake all duties of your role with due diligence and pride.
  
• Be responsible and accountable for the young people’s safety and well-being at all times; ensuring that their best interests are promoted at all times.
  
• Assist with supervisions.
  
• Take responsibility for ensuring that all identified tasks are completed in a timely and efficient manner.
  

This role is subject to the successful applicant having an enhanced DBS check for child and adult workforce with barred list checks. 

This post is exempt from the Rehabilitation of Offenders Act 1974 and therefore applicants are required to declare any convictions, cautions, reprimands and final warnings that are not protected (i.e. that are not filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013 & 2023).

This post is only available to applicants aged over 21 as permitted under the Equality Act 2010.

Requirements

• Experience with managing a team (desirable)
  
• Strong administration skills (required)
  
• Knowledge in childrens supporting services (desirable)
  

Benefits