The work

1. Core administration

Answer and direct telephone calls and shared inbox emails promptly and courteously, taking accurate messages and passing them to the right person the same day
Produce, format and proofread letters, emails, forms and routine documents using company templates
Enter and update information accurately across all digital systems, including [rostering / care management system], [applicant tracking system or recruitment tracker] and Microsoft 365
Maintain electronic filing
Arrange meetings, book rooms, prepare agendas and take clear action notes when asked
Keep trackers and spreadsheets up to date and flag gaps, errors or overdue items to the line manager
Welcome visitors and candidates to the office and follow signing-in procedures

2. Care coordination support

Support Care Coordinators to prepare, update and publish staff rotas for supported living and community outreach services
Contact staff to offer available shifts and record responses Decisions on who covers a shift remain with the Care Coordinator or manager
Log sickness, absence, lateness and shift changes accurately so that rotas, timesheets and payroll information agree
Carry out routine checks of timesheets against rotas and report discrepancies for the coordinator to resolve
Monitor staff training and compliance expiry dates on the training matrix and send reminders so that no one is rostered with a lapsed mandatory requirement
Book staff onto training and supervision sessions and maintain attendance records
Prepare visit schedules, staff allocation sheets and routine reports for Care Managers and Registered Managers
Work and coordinate colleagues, including the remote coordination team, using agreed handover notes so that nothing is lost between teams

3. Recruitment and onboarding support

Upload job adverts to job boards from approved wording and keep the vacancy tracker current
Acknowledge applications, log candidates on the recruitment tracker and keep every candidate's status up to date
Schedule telephone screens and interviews, send confirmations and interview packs, and prepare interview rooms or video links
Once trained and signed off, carry out first-contact calls using the companies approved script to confirm availability, location, driving status and right to work documents held. Suitability decisions remain with the Recruitment Manager
Request and chase references, employment history evidence and gap explanations, and record what has been received and whenAssist with DBS applications and the collection of identity and right to work documents for verification by an authorised colleague
Build and maintain staff recruitment files against internal employment checklists so that each file evidences the information required by Regulation 19 and Schedule 3 of the Health a
Social Care Act 2008 (Regulated Activities) Regulations 2014
Book new starters onto induction and mandatory training, issue starter paperwork and confirm that a file is complete before it is passed for manager sign-off
Produce weekly recruitment activity figures for the Recruitment Managers

Training

Training provider: INVOLVE SELECTION LIMITED