Apprentice Administrator Shoreham By Sea

About the role

🌟 Join Our Team as an Administrator & Care Coordination Support! 🌟

Are you organized, proactive, and ready to make a real impact? We're looking for a dedicated individual to join our dynamic team and help us keep things running smoothly! This role is perfect for someone who thrives on supporting others and ensuring essential tasks are completed efficiently.

What You'll Be Doing:

1. Core Administration 🚀

• Be the friendly voice and face of our office! Answer calls and emails with a smile, take accurate messages, and get them to the right person ASAP. 📞
• Whip up professional letters, emails, and documents using our templates. ✍️
• Keep our digital systems, including rostering and recruitment trackers, perfectly updated. 💻
• Master our electronic filing system – everything in its place! 📂
• Organize meetings, book rooms, create agendas, and take clear action notes. 📅
• Track spreadsheets and trackers, flagging any issues or overdue items. 👀
• Welcome visitors and candidates, guiding them through our sign-in process. 👋

2. Care Coordination Support 🤝

• Help prepare, update, and publish staff rotas for our supported living and community outreach services.
• Contact staff to offer available shifts and record their responses.
• Accurately log sickness, absence, lateness, and shift changes to ensure rotas, timesheets, and payroll are spot on. 💯
• Perform routine checks of timesheets against rotas and report any discrepancies.
• Monitor staff training and compliance expiry dates and send out timely reminders. 🎓
• Book staff onto training and supervision sessions and keep attendance records.
• Prepare visit schedules, staff allocation sheets, and routine reports for managers.
• Collaborate with colleagues, including our remote team, using handover notes to ensure seamless communication. 🗣️

3. Recruitment & Onboarding Support 🧑‍💼

• Upload job adverts to job boards and keep our vacancy tracker updated.
• Acknowledge applications, log candidates, and maintain their status in our recruitment tracker.
• Schedule interviews, send confirmations and interview packs, and prepare interview spaces (in-person or virtual!). 🗓️
• Once trained, conduct initial candidate calls to confirm availability, location, and right-to-work documents.
• Request and chase references, employment history, and gap explanations, recording all details. 🔍
• Assist with DBS applications and the collection of essential documents for verification.
• Build and maintain staff recruitment files according to our checklists, ensuring compliance. ✅
• Book new starters onto induction and mandatory training, issue starter paperwork, and confirm file completion.
• Produce weekly recruitment activity figures for management. 📊

We're Looking For Someone Who:

• Is highly organized and detail-oriented. ✨
• Has excellent communication and interpersonal skills.
• Is proficient with Microsoft Office Suite and comfortable learning new systems.
• Can work independently and as part of a team.
• Is proactive and takes initiative.

If you're ready to take on an exciting and rewarding role, we'd love to hear from you! Apply today! 🎉

Key responsibilities

• Provide comprehensive administrative support, including managing communications and documentation.
• Accurately maintain and update various digital systems, trackers, and electronic filing.
• Assist with care coordination tasks such as rota preparation and monitoring staff compliance.
• Support recruitment and onboarding processes, from advertising vacancies to scheduling interviews.
• Prepare and manage essential reports and documentation for operational and compliance requirements.