Administration Officer

Elite Care and Comfort Limited is a family run business committed to improving the quality of Service Users’ lives through the delivery of high-quality compassionate person-centred care services that ensure comfort, dignity, and respect for all our diverse clients and their families.

Our key objective is to ensure that the independence, privacy and dignity of each person that we care for is maximized to the full, through the provision of a comprehensive range of high quality care and welfare services, each delivered to meet specific individual needs.

Our staff are regularly trained to create a famous and reputable brand in Yorkshire, which respects our Service User’s right to make informed choices, when tailoring bespoke flexible care packages, based on our risk assessments

Job Purpose:

We’re looking for a dedicated and organized Administration Officer to join our close-knit team, helping us keep everything running smoothly. You’ll be a key part of making sure our staff schedules, payroll, and essential administration duties are handled efficiently. You’ll use tools like spreadsheets and the RoundSy system to support our day-to-day operations.

Location: Office-based

Reports To: Operations Manager

Temporary Contract: initially 6 months and is subject to extension

Hours: Around 24 hours per week, between the hours of 8:00am – 18:30pm and over three days, preferably on Mondays; Wednesday and Friday

Responsibilities:

1. Providing efficient and confidential business support services to Care Staff and statutory services from our base in S70 3NA.

• Delivering an efficient, confidential support service, which includes tasks such as word processing, data input, reconciliation, photocopying, filing, emailing, and managing tasks on relevant systems.
• Handling enquiries over the phone and in person, providing specific information and advice to our staff members and valued clients as needed.
• Signposting across a diverse range of service functions, all in strict adherence to legislation, regulations, policies, and procedures.
• Responding to correspondence and managing routine incoming and outgoing information.
• Collaborating with internal and external stakeholders, ensuring seamless information and communication links.
• Organising and supporting meetings and appointments as necessary. Support extends to Statutory Meetings, where you will ensure that decisions are recorded accurately and swiftly, directly onto e-forms and templates using the latest mobile IT devices. We are proficient in organising and coordinating meetings, managing diaries and appointments, ensuring that schedules and venues are optimised for attendees.
• Managing large volumes of data and information across various electronic and paper-based systems, ensuring accuracy and appropriate storage.
• Generating a variety of reports.

2. Weekly Rota Management

• Prepare staff rotas each week using our spreadsheet system, and soon, our new RoundSy platform.
• Rotas need to be planned and submitted at least two weeks ahead to make sure everything runs smoothly.

3. Staff Allocations - Assisting with the daily management of key data packages, including inputting, updating, reconciling, and chasing outstanding information from all parties.

• Help with assigning staff shifts using RoundSy, adjusting as needed throughout the week.
• You’ll collaborate closely with team leaders to make sure everyone is in the right place at the right time.
• Assisting with statutory performance returns to external agencies as necessary and completing returns required internally to demonstrate the Authority’s corporate performance.

4. Time-sheet Management

• Review and verify time-sheets weekly to make sure the hours submitted match the rotas.
• This helps us keep everything accurate and ensures staff are paid correctly.

5. Payroll Processing

• Assist in preparing payroll, making sure time-sheets and other payroll data are ready ahead of our deadlines.
• Confidentiality is key here, as you’ll be handling sensitive information.
• Undertaking general financial administration tasks such as placing orders, processing invoices, and reconciling payments using electronic systems.

6. Roundsy System Management

• We undertake a variety of project work and research, delivering high-quality information within set deadlines. We analyse and evaluate data, producing reports that cater to a wide range of audiences, including senior managers, elected members, employees, and the public.
• Manage day-to-day tasks in RoundSy, including updating schedules and resolving any issues with data entry.

7. Other Administration Support

• Help with other administrative tasks as they come up—this could involve maintaining records, assisting with recruitment, or supporting our compliance efforts.
• We continually develop and maintain our knowledge of regulations, policies, and procedures that have implications for service delivery.

Key Skills and Qualifications:

l Confidence with Microsoft Excel and other Office tools.

l Familiarity with rota management systems like RoundSy (or similar) is a bonus, but we’ll provide training if you haven’t used it before.

l Attention to detail, especially when it comes to time-sheets and payroll.

l You’ll be working independently, so being organized and able to manage your own tasks is important.

l Strong communication skills to work with team members and help keep everything on track.

l An ability to deal with difficult complaints in a kind, supportive and professional

l manner.

l Excellent telephone manner and telephony experience with an ability to deal with

l colleagues at all levels essential.

l Must be computer literate and proficient in the use of email, spreadsheet and word

l processing software.

l Creative problem solver, owning the issue through to resolution.

l Proficiency with inputting specific datasets, must be accurate, concise and

l consistent.

l Able to make decisions involving money based on specific guidelines.

l Achieve first time resolution with quality telephony responses.

l A passion and commitment for delivering a great customer experience.

l Ability to prioritise and manage workloads to timescales.

l Flexible and innovative with ability to easily adapt to changing customer demands.

|Enthusiastic and responsive - seeking a positive resolution for all customers.

l Self-motivated. Able to work as part of a team or alone.

Ability to work under pressure and to deadlines

Progression Opportunities:

• Office Manager: Manage broader office operations, including procurement and HR support, and help with the on-boarding of new team members.
• Operations Coordinator: Moving into more operational responsibilities, working closely with management on broader business activities, including client relationships and regulatory compliance.
• HR Administrator: If you’re interested in recruitment and people management, this role offers a pathway into handling HR tasks like on-boarding, training, and staff well-being.

Job Type: Temp to perm
Contract length: 6 months

Pay: £12.05-£12.50 per hour

Expected hours: 24 per week

Benefits:

• Company pension
• Free parking
• On-site parking

Ability to commute/relocate:

• Barnsley, South Yorkshire: reliably commute or plan to relocate before starting work (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person

Expected start date: 02/01/2025