Apprentice Administrator Croydon

About the role

🚀 Administrative & Care Coordination Assistant 🚀

Are you organized, a great communicator, and ready to dive into a dynamic role that supports vital care services? We're looking for a motivated individual to join our team as an Administrative & Care Coordination Assistant. This is your chance to gain hands-on experience in crucial operational areas!

What you'll be doing:

1. Core Administration Excellence: 🗂️

• Be the first point of contact! Answer phones and emails with a smile, taking accurate messages and ensuring they reach the right person, pronto! 📞📧
• Craft and polish letters, emails, and official documents using our templates. ✍️
• Master our digital systems, from [rostering / care management system] to [applicant tracking system or recruitment tracker] and Microsoft 365 – keeping information super tidy! 💻
• Keep our digital filing cabinet in check. 📁
• Be our meeting maestro: arrange schedules, book rooms, create agendas, and capture those key action points. 📅
• Keep our trackers and spreadsheets sparkling, flagging any issues to your manager. ✨
• Give a warm welcome to visitors and candidates, managing sign-in procedures. 👋

2. Care Coordination Support: 🌟

• Help prepare, update, and publish staff rotas for our supported living and community outreach teams. 🗓️
• Reach out to staff to offer available shifts and track their responses. 📲
• Log sickness, absence, lateness, and shift changes accurately to ensure our rotas, timesheets, and payroll are perfectly aligned. ✅
• Conduct routine checks of timesheets against rotas and flag any discrepancies for resolution. 🧐
• Monitor staff training and compliance expiry dates, sending out timely reminders to ensure everyone is up-to-date and ready to go. 🎓
• Book staff onto training and supervision sessions, maintaining attendance records. 📊
• Prepare visit schedules, staff allocation sheets, and routine reports for our Care Managers and Registered Managers. 📝
• Collaborate with colleagues, including our remote team, using clear handover notes to ensure seamless communication. 🤝

3. Recruitment & Onboarding Support: 💡

• Post job adverts to job boards with approved wording and keep our vacancy tracker current. 📢
• Acknowledge applications, log candidates, and keep their status updated in our recruitment tracker. 📝
• Schedule initial telephone screens and interviews, send out confirmations and essential interview packs, and prep interview rooms or virtual links. 🗓️
• Once trained, conduct initial candidate calls to confirm availability, location, driving status, and right to work documents. 🗣️
• Request and chase references, employment history evidence, and explanations for any gaps, meticulously recording what's received and when. 🔍
• Assist with DBS applications and collect necessary identity and right to work documents for verification. 🆔
• Build and maintain staff recruitment files, ensuring they meet all compliance requirements. 📁
• Book new starters onto induction and mandatory training, issue starter paperwork, and confirm file completion before manager sign-off. ✅
• Produce weekly recruitment activity figures for our Recruitment Managers. 📈

Ready to make a difference? Apply now! 🚀

Key responsibilities

• Answer and direct telephone calls and shared inbox emails promptly and courteously.
• Enter and update information accurately across all digital systems.
• Support Care Coordinators to prepare, update and publish staff rotas.
• Monitor staff training and compliance expiry dates on the training matrix.
• Acknowledge applications, log candidates on the recruitment tracker and keep every candidate's status up to date.