We are seeking a dedicated and organized Admin Assistant to support our Service Development Manager within the children’s service.....
We are seeking a dedicated and organized Admin Assistant to support our Service Development Manager within the children’s services sector at Holywell Children’s Homes. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to handle various administrative tasks to ensure the smooth and efficient operation of our services.
________________________________________
Key Responsibilities: Administrative Duties:
• Handle incoming and outgoing post and manage telephone and email communications.
• Cover reception duties, including greeting and assisting visitors.
• Type up documents, update and ensure all administrative documents are current and accurate.
• Update computer records and manage data entry tasks.
• Operate office equipment such as printers and photocopiers, conduct stock takes, reorder supplies, and seek authorization for outgoing costs from the Registered Manager.
• Set up meetings, take minutes, and distribute them accordingly.
• Produce documents and reports as required.
• Restock office supplies and other small supplies within the Home.
Service Development Support:
• Assist with the development and implementation of up-to-date service policies and procedures in compliance with current regulations.
• Implement guidelines from the Children’s Homes Regulations Including the Quality Standards (April 2015), The Children’s Homes (England) Regulations 2015, the Homes Statement of Purpose, and the Children Act 1989.
• Support the Registered Manager in maintaining compliance with statutory requirements and obligations (e.g., Children’s Homes Regulations 2015, Mental Health Act 1983, Mental Capacity Act 2005, NHS & Community Care Act 1990, Protection of Vulnerable Groups Act 2006, Disability Discrimination Act, Human Rights Act).
• Assist in ensuring the smooth and effective running of all operational procedures, and record keeping.
• Communicate and collaborate with Holywell’s partners, including local authorities, ICHA, PCSO’s, other professionals, and families as instructed by the Service Development Manager.
Supporting the Service Development Manager:
• Assist the Service Development Manager in managing the Registered Care Home and staff in the absence of a Registered Manager.
• Help in achieving and maintaining high standards of governance and ensuring compliance with legislative, professional, and quality standards to achieve a GOOD or OUTSTANDING rating by OFSTED.
• Support the Service Development Manager in working closely with Commissioners, families, and advocates for children to maintain Holywell’s interests and reputation.
• Assist in keeping Holywell’s policies and procedures up to date, ensuring all staff are familiar with and understand them.
• Support in developing a database of contacts with key commissioners of children’s services and preparing documentation for service registration with regulatory authorities (OFSTED).
• Assist in preparing annual budget forecasts and managing staff teams effectively to deliver full support to children and achieve compliance with statutory requirements and Holywell’s standards.
Organizational Responsibilities:
• Make autonomous decisions within the scope and role of professional practice, adhering to organizational guidelines and responsibilities.
• Assist and advise Holywell Children’s Services Limited on resource utilization and the development of high-quality services.
• Support Holywell’s status as an Investor in People and a Preferred Provider of social care services.
Essential Skills and Qualifications:
• Excellent organizational skills and time management.
• IT literate
• Computer literacy and proficient keyboard skills. Word processing / data processing/ spreadsheets/ presentations
• NVQ level 3 or equivalent in literacy and numeracy or equivalent
• Willingness to undertake training to develop skills to take a proactive role in administration and software, i.e., forward planning, negotiation, monitoring, making recommendations.
• Strong communication skills and the ability to work well as part of a team.
• A good level of English spelling and grammar.
• Good numeracy skills with accuracy and attention to detail.
• The ability to use initiative and work independently when required.
Experience
• Experience in organising and managing administrative systems and procedures in an office environment
• Experience of working as part of a team
• Experience of working on own initiative
• Skills, Knowledge and Ability.
• Ability to undertake a wide range of administrative tasks including word processing and filing
• Ability to collate statistical data and present both orally and in written reports
• Ability to apply information communications technology to the responsibilities of the job
• The ability to take accurate minutes
• Good understanding of issues associated with working in Social Care.
• Ability to respect confidentiality.
• Ability to deal with contentious / difficult situations and resolve conflicts.
• Ability to work to a high level of autonomy under limited direct supervision, including determining and organising information; to manage own workload, to work under pressure and with initiative
• Ability to work successfully as a member of a team
• As an employee of Holywell, you will be required to pursue actively with Holywell’s policies on equal opportunities and race relations and to undergo any training associated with this.
• Willingness to learn or knowledge of using computerised systems for budget management.
____________________________________
DISCLOSURE – Barring Systems
This post is subject to an enhanced disclosure under the DBS.
