Administrator- Belfast Office
Job Summary
To be part of the administration team responsible for the administration of the Crossroads Operations Office and to provide a full administrative support to the Scheme in line with the objectives of Crossroads Care NI.
The post holder will be responsible for ensuring that care plans are placed in a timely manner and kept up to date.
4 days per week based in scheme office at 432 Upper Newtownards Road, Belfast, plus one day from home following completion of probationary period (preliminary 6 months)
About the role
Principal duties and responsibilities
1. General office duties including the use of Word, Excel and answering the telephone, taking messages and dealing with enquires.
2. Ensure Crossroads Computer systems are kept up to date and data is inputted accurately and within a timely manner.
3. To ensure the smooth running of the administrative and financial tasks.
4. In conjunction with Administration and Finance departments ensure the timely processing of payroll and invoices.
5. To be responsible for financial information by recording accurately, invoicing and payroll financial transactions as necessary. This information must be provided in the format required within the stipulated time frame.
6. Ensure that timesheets are recorded and processed in a timely manner for payroll.
7. To distribute and maintain a record of issued items including PPE and any other Crossroads property.
8. To support the Scheme Managers in issuing and recording incidents, accidents and missed calls.
9. To ensure that contact details are updated on computer systems.
10. To process any leaver records on computer systems including the calculation of annual leave.
11. Ensure rotas, availability sheets, weekly timesheets and expenses are correct, bringing any concerns to the attention of the Scheme Managers.
12. To assist the Scheme Managers with the accurate recording of information such as annual leave, sickness absence and any other periods of leave on Care Planner.
13. To provide admin support when employees leave including the calculation of annual leave.
14. To ensure the timely preparation and issuing of timesheets, payslips and memos.
15. To organise paperwork and maintain a timely and efficient filing and archiving system.
16. Ensure Crossroads Computer systems are kept up to date and data is inputted accurately and within a timely manner.
17. In the absence of the Scheme Managers, be responsible for undertaking the full functions of the appropriate systems. This will include seeking cover for families, by contacting available Care Attendants and allocating work.
18. In the absence of your colleagues, input data on Crossroads systems for new clients / packages of care including risk assessments and client details.
19. To support the administration team to carry out receptionist duties including answering the telephone, front door; recording, distributing and daily post run, e-mails and photocopying.
20. When required, note take at meetings and type up minutes.
Monitoring
The post holder will be responsible for the on-going monitoring tasks and duties within the organisation and will work in conjunction with the Operations Manager.
The post holder will be responsible for the following:
1. Monitoring correspondence (including letters and email)
2. Administration including typing up care plans and any other monitoring administration
3. To maintain a timely and efficient filing system
4. Maintaining client records and files with up to date and accurate information (including adding and removing clients)
5. Maintaining and updating data base and computer systems within a timely manner
6. Spot checks (updating logs and any other records)
7. Client satisfaction surveys (as per the clients preferred method e.g. telephone)
8. Maintain all records in relation to equipment, date of servicing/faults and comments
9. Ensure that Crossroads reviews are completed in line with instructions from the Operations Manager
10. Ensure that the Operations Manager or Scheme Manager are appraised of information relating to the Service User.
11. Ensure that each Service User has a current personal Care Plan folder completed and available for Care Attendants to use in Service User’s home.
12. To use computer technology in carrying out tasks as required.
As part of the team you will also support the fundraising activities of the organisation and participate in both charity and fundraising events.
Flexibility
In order to work effectively in a changing environment, flexibility is required from the post-holder. This post will require regular travel and some out of hours working, including some work at evenings and weekends. You will also be required to carry out any other tasks that may be requested at the same level of responsibility and terms and conditions of employment.
This job description and the tasks identified are not exhaustive and will be subject to review in the light of changing circumstances. It is not intended to be rigid and inflexible but should be regarded as a guideline within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
What you will need
Required criteria
- Experience of working within a busy office environment
- High proficiency in relevant IT packages including Microsoft Office in a work-based setting
- Ability to travel across Northern Ireland and therefore a full driving license, use of car and up to date (Business Use) insurance are required as is MOT if applicable.
- Ability to work flexibly including some evenings and weekends when necessary
- Ability to work in a team and also independently
Desired criteria
- Previous admin experience
Crossroads Care NI
Crossroads is a not for profit organisation dedicated to supporting carers and those with care needs across Northern Ireland. Crossroads supports people through a number of projects: Domiciliary – person-centred care, helping people live independently at home. Young Carers – supporting children and young people who are caring on a daily basis. In Your Prime – tackling loneliness and social isolation among older people in Northern Ireland.
Crossroads Care NI is a voluntary organisation whose sole purpose is to provide as much respite care as possible to carers of whatever age and disability. Crossroads have been providing a service to Carers in Northern Ireland since 1979. We provide services through our domiciliary, Young Carers and In Your Prime projects.