Apprentice Administrator Shoreham By Sea

About the role

Job Title: Admin & Care Coordination Assistant 🌟

About the Role:

Ready to dive into a dynamic role where you'll be the backbone of our operations? We're looking for an organized, proactive individual to support our core administration, care coordination, and recruitment efforts. If you're a master of multitasking and love keeping things running smoothly, this is the gig for you! 🚀

What You'll Be Doing:

• Core Admin Superstar: 📞
• Be the first point of contact – answer phones and emails with a smile, ensuring messages get to the right person ASAP.
• Craft professional letters, emails, and documents using our templates.
• Keep our digital systems (like our care management system and Microsoft 365) up-to-date with precision.
• Manage electronic filing systems like a pro.
• Help schedule meetings, prep rooms, and take clear notes.
• Maintain trackers and spreadsheets, flagging any issues to your manager.
• Welcome visitors and candidates to the office with a friendly face.

• Care Coordination Support: 🤝
• Help prepare and update staff rotas for our supported living and community outreach teams.
• Contact staff about available shifts and record their responses.
• Accurately log sickness, absence, and shift changes to ensure payroll and rotas align.
• Check timesheets against rotas and report any discrepancies for resolution.
• Keep track of staff training and compliance expiry dates, sending out reminders.
• Book staff onto training and supervision sessions and record attendance.
• Prepare visit schedules, staff allocations, and routine reports for managers.
• Collaborate with colleagues, including our remote team, to ensure seamless handovers.

• Recruitment & Onboarding Support: ✍️
• Post job adverts to job boards and keep our vacancy tracker updated.
• Acknowledge applications, log candidates, and update their status in our recruitment tracker.
• Schedule interviews, send confirmations and interview packs, and prep interview spaces (physical or virtual!).
• Conduct initial candidate calls (once trained!) to confirm availability, location, driving status, and right-to-work documents.
• Request and chase references and employment history, recording all progress.
• Assist with DBS applications and verify right-to-work documents.
• Build and maintain staff recruitment files, ensuring all compliance requirements are met.
• Book new starters onto induction and mandatory training, issue starter paperwork, and confirm file completion.
• Prepare weekly recruitment activity reports for managers.

Who You Are:

You're someone who thrives on organization, has excellent communication skills, and is eager to learn. A keen eye for detail and a positive attitude are a must! 💪

Key responsibilities

• Provide core administrative support, including handling communications, document preparation, and data entry.
• Assist with care coordination tasks, such as rota management support, staff communication, and logging changes.
• Support recruitment and onboarding processes, including advertising, candidate tracking, and new starter administration.
• Maintain accurate records across digital systems, trackers, and electronic filing.
• Monitor staff training compliance and assist with scheduling training and supervision sessions.