Care and Support Administrator

Job Title: Care and Support Administrator

Reports to: Senior Care Coordinator

Location: Taunton Office Only

Hours: 30 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.

• 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 IT systems.

• 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.
• 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.

• 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.

• 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.

• 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.

• 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…