Office Coordinator

Part Time Office Coordinator - Domiciliary Care

Location: Southend on Sea - SS1 2JY

Employment: Part time - 3x days per week + participating in out of hours arrangements

Reports to: Registered Manager / Deputy Manager

To support the effective day to day running of the domiciliary care office. The postholder will coordinate care visits, use electronic monitoring systems, supervise care staff, complete spot checks and ensure the service operates in accordance with CQC requirements, Southend on Sea City Council expectations and company policies.

• Use electronic care monitoring and management systems, such as Nurse buddy or similar software
• Monitor carers’ attendance, arrival and departure times in real time Identify late, missed, incomplete or unassigned care visits and take immediate action
• Contact carers and service users when electronic monitoring indicates a delay or potential missed visit
• Escalate missed calls, medication concerns, welfare concerns and other serious incidents to the Registered Manager
• Review electronic daily notes, eMAR records, care tasks, food and fluid charts and incident reports
• Ensure carers complete electronic records accurately and before leaving the service user’s home
• Produce monitoring reports for management audits, local authority returns and CQC inspections
• Maintain accurate care schedules and update electronic records following authorised changes

• Conduct announced and unannounced spot checks in service users’ homes
• Observe carers’ punctuality, appearance, identification badges and use of PPE
• Assess whether carers follow care plans, risk assessments and moving and handling procedures
• Check staff competency in medication support, infection control, personal care, communication and record keeping
• Confirm that carers protect service users’ dignity, privacy, choice and independence
• Obtain service user or family feedback about the quality and reliability of care
• Complete spot-check forms and maintain accurate evidence of findings
• Agree improvement actions with staff and follow up within the required timeframe
• Immediately escalation unsafe practice, abuse, neglect or safeguarding concerns

• Conduct formal staff supervision meetings at the agreed frequency and record each meeting
• Review staff performance, conduct, attendance, punctuality, wellbeing and training needs
• Discuss feedback, complaints, compliments, incidents and areas requiring improvement
• Review whether staff understand care plans, safeguarding, medication procedures, confidentiality and professional boundaries
• Agree clear actions, responsibilities and review dates following supervision
• Provide appropriate guidance and support while maintaining professional boundaries
• Escalate capability, conduct or disciplinary concerns to the Registered Manager
• Support staff appraisals, competency assessments and performance improvement plans
• Maintain an up to date supervision and appraisal schedule

• Prepare and coordinate carers’ rotas according to service users’ assessed needs.
• Allocate care visits to suitably trained and competent staff
• Maintain continuity of care by assigning regular carers wherever possible
• Arrange cover for sickness, absence, emergencies and annual leave
• Inform service users and families of significant delays or authorised changes
• Ensure carers receive relevant information before attending new care packages
• Update schedules following hospital admissions, discharges, cancellations or authorised variations

• Answer telephone calls and respond professionally to enquiries
• Maintain accurate electronic and paper records in accordance with UK GDPR
• Support the preparation and…