Apprentice Administrator Croydon

About the role

Job Title: Operations & Coordination Assistant

Are you a super-organized individual with a knack for juggling tasks and making things happen? We're looking for a proactive and detail-oriented Operations & Coordination Assistant to join our dynamic team! This role is perfect for someone looking to gain hands-on experience in a fast-paced environment and contribute to the smooth running of our services. 🚀

What You'll Do:

1. Core Administration 🗂️

• Be the friendly voice and point of contact: Answer calls and manage our shared inbox with promptness and courtesy, ensuring messages get to the right person ASAP. 📞
• Master our documents: Produce, format, and proofread letters, emails, forms, and routine documents using our company templates. ✍️
• Digital wizardry: Accurately enter and update information across all our digital systems, including our [rostering / care management system], [applicant tracking system or recruitment tracker], and Microsoft 365. 💻
• Keep things tidy: Maintain our electronic filing systems.
• Meeting maestro: Arrange meetings, book rooms, prepare agendas, and take clear, concise action notes. 🗓️
• Tracker champion: Keep trackers and spreadsheets up-to-date and flag any gaps, errors, or overdue items to your line manager. 🚩
• Welcome committee: Greet visitors and candidates warmly and manage signing-in procedures. 👋

2. Care Coordination Support 🤝

• Support our Care Coordinators: Help prepare, update, and publish staff rotas for supported living and community outreach services.
• Shift shuffler: Contact staff to offer available shifts and accurately record their responses.
• Rota accuracy: Log sickness, absence, lateness, and shift changes accurately to ensure rotas, timesheets, and payroll information all match up.
• Training guardian: Monitor staff training and compliance expiry dates on the training matrix and send out reminders to ensure everyone meets mandatory requirements. 🎓
• Session scheduler: Book staff onto training and supervision sessions and maintain attendance records.
• Report preparer: Prepare visit schedules, staff allocation sheets, and routine reports for Care Managers and Registered Managers.
• Team player: Work and coordinate with colleagues, including our remote team, using agreed handover notes to ensure seamless transitions. 🔄

3. Recruitment & Onboarding Support 🌟

• Ad guru: Upload job adverts to job boards from approved wording and keep the vacancy tracker current.
• Application acknowledged: Acknowledge applications, log candidates on the recruitment tracker, and keep their status up-to-date.
• Interview coordinator: Schedule telephone screens and interviews, send out confirmations and interview packs, and prepare interview rooms or virtual links.
• First contact: Once trained, conduct initial calls to confirm availability, location, driving status, and right-to-work documents.
• Reference chaser: Request and chase references, employment history evidence, and gap explanations, recording what's received and when.
• DBS assistant: Assist with DBS applications and collect essential documents for verification. ✅
• File builder: Build and maintain staff recruitment files against internal checklists to ensure compliance.
• New starter setup: Book new starters onto induction and mandatory training, issue starter paperwork, and confirm file completion.
• Data provider: Produce weekly recruitment activity figures for the Recruitment Managers. 📊

Ready to make an impact? Apply now! ✨

Key responsibilities

• Handle core administrative tasks, including managing communications and general office support.
• Accurately enter and update information across digital systems and maintain electronic filing.
• Provide support for care coordination, including rota preparation and monitoring staff compliance.
• Assist with recruitment and onboarding processes, such as managing applications and scheduling.
• Produce, format, and maintain routine documents, trackers, and staff recruitment files.