Care and Support Administrator in Southport

Reports to: Senior Care Coordinator

Location: Taunton Office Only

Hours: hours per week, Monday-Friday

Main Purpose of the job:

The role of the Care and Support Administrator is to work alongside the Senior Care Coordinator and the Unite Professionals national team of Case Managers in the setting up, recruiting, training and monitoring of Support Workers for Unite Professionals clients who have directly employed support worker teams. The role will also include supporting case managers with the setting up of agency packages, monitoring the effectiveness of these packages ensuring they are safely managed.

The Care and Support Administrator role supports the Senior Care Coordinator to administer and provide a professional service to our clients and Case Managers who require support in any way which relates to Unite Professional Limited's CQC registration for delivery of activity which is regulated.

The Care and Support Administrator is responsible for supporting the Senior Care Coordinator in administrating the day-to-day overview of the Support Workers referrals from Case Managers / ongoing care packages / care notes / upkeep of client files to comply with company practices and policies.

With support from the CQC Registered Manager and Clinical team, to assist with the day to day service delivery and governance to ensure that the Case Manager in charge of the clients support is provided with regular and detailed information and costs to audit and review care appropriately and accountably to ensure clients safety and choice.

The role requires:

• Excellent communication skills
• Strong organisation and time management skills
• An ability to prioritise, focus, have an eye for detail and stay calm under pressure
• A good understanding of CQC regulatory framework and care practices
• Knowledge of safeguarding policies and procedures
• Competent IT skills and ability to navigate a variety of IT systems

Key Responsibilities:

Day to day contact:

• Key contact for all Care agencies, Support workers and Clients
• Key contact with Case Managers and Deputies (funders), and other relevant UPL team members
• Co-ordinate and prioritise tasks with the team guided by the Senior Care Coordinator
• Update UPL Database systems with care notes and maintain admin notes / billing

Personnel Records:

• Support the Senior Care Coordinator to ensure recruitment and selection documentation (such as enhanced DBS, right to work in the UK etc) are all checked and in place
• Maintain single record of employment is kept up to date for all Support Workers in line with the latest CQC and best practice employment guidelines
• Ensure all Support Workers comply with CQC Regulations
• Ensure all mandatory training is maintained - review of training compliance, signposting when indicated and updating Case Managers
• Ensure compliance with the Data Protection and the Freedom of Information Acts for all staff records
• Support the Senior Care Coordinator with Personnel Documents
• Collection of timesheets and returns from Support Workers, check and send them to the correct payroll company in a timely manner
• Collation and management of Support Worker daily records of care, undertaking welfare reviews where required by the Case Manager
• If required assist Finance with Payroll Administration for Support Workers

Absence Management:

• Ensure absence control and authorised leave of absence records are maintained and annually reviewed for Support Workers
• Liaise with Case Managers to coordinate return to work interviews for Support Workers, when required
• Support the Senior Care Coordinator to create regular absence monitoring statistics for intermittent absence and liaise with case managers to ensure review meetings are carried out when necessary, in accordance with good HR practice

Performance Management:

• Support with the guidance of the Senior Care Coordinator the work of Case Managers and Registered Manager to ensure Support Workers performance is in line with the expectation of the client and business

Recruitment:

• Provide administration support to the Senior Care Coordinator to support Case Managers to identify the most appropriate pathway for provision of a care package i.e. agency or direct recruitment
• Support Case Managers to follow the UPL road maps for either direct recruitment or agency provision
• Support in the identification of Support Workers for clients including advertising and liaison with appropriate agencies to obtain staff profiles
• Guided by the Senior Care Coordinator to assist Case Managers to develop job descriptions and job adverts, assisting with selection and onboarding

Continuing Professional Development of Support Workers:

• Maintain a library of CPD opportunities for Support Workers and provide advice and guidance on suitable opportunities
• Ensure familiarity and competence in navigating Atlas (HR platform used by UPL)
• Guided by the Senior Care Coordinator ensure that the CPD needs of all Support Workers and Case Managers are maintained appropriately within systems
• Assist Case Managers to monitor induction periods for Support Workers and take appropriate action if further support is needed
• Coordinate the administration of online training via Atlas platform

Key Measure & Targets:

• Agreed key performance indicators
• Demonstrate comprehensive and accountable administration of Case manager cases allocated

Key relationships:

• Senior Care Coordinator
• Medical Records Team
• Finance Team
• Case Manager
• Clients
• Suppliers (Care Agencies)
• Rehabilitation Coordinators

Other responsibilities:

• Values: To uphold the values and behaviours of the organisation
• To maintain a broad level of competency in comprehension of the necessary regulations which relate to UPL's registration with the Care Quality Commission
• Equality and Diversity: To work inclusively, with a diverse range of stakeholders and promote equality of opportunity
• Health, Safety and Welfare: To maintain high standards of Health, Safety and Welfare at work and take reasonable care for the health and safety of themselves and others
• Confidentiality: To maintain privacy of all its staff and clients
• Other duties from time to time to support the core business of Unite Professionals

Person Specification:

Essential:

• At least 2 years' experience within the Social Care field
• Minimum Diploma / NVQ Level 2 or other relevant Health and Social Care Qualification or an equivalent level of education
• Excellent all-round communication skills and a high standard of literacy/numeracy and IT skills including an eye for details
• Experience in work with adults and/or children (and their families) with complex support/care needs
• Experience of work in a Social Care setting with an enthusiasm to achieve positive outcomes; with a 'can do' attitude
• Knowledge / skills in support planning and risk assessment and care management plans
• Some knowledge of the Health and Social Care Act 2008, and a basic understanding of CQC requirements and the inspection process
• Ability to work on own initiative, prioritise and make decisions based on sound judgements / and know when to seek support
• Confidence to liaise with clients, their families, support workers, case managers and other professional staff

Desirable:

• An understanding of HR, staff recruitment and employment law
• An understanding of Health and Safety law in the workplace
• Experience of managing and administering medication to others in a CQC Registered setting
• Knowledge of data inputting into a cloud-based database, including previous experience of SharePoint
• Ability to deal with difficult conversations and reflections to address inadequate service provision, professionally and accountably
• Previous experience of audit processes
• Ability to prioritise work appropriately and with agility considering what events occur in the day/week