Home Care Coordinator, Navan

4 weeks ago

Louth, Ireland TN Ireland Full time

We are seeking a highly organized and detail-oriented Office Coordination Assistant to aid the day-to-day operations of our office. The ideal candidate will be responsible for ensuring that office functions run smoothly, managing administrative tasks, and supporting all office staff with various operational needs.

Key Responsibilities:

  • Ensure that all field-based care staff are appropriately allocated to customers so that care is delivered on time, safely, and in line with customers' wishes (as agreed in their care and support plan).
  • Coordinate care assistants' schedules on a daily basis using the Bluebird Care rostering system. Address any operational issues arising in relation to customer care calls.
  • Provide administrative support to all areas of the office. Carry out general office duties. Prepare reports as required by the Coordinator, Supervisor, & Operations Manager.
  • Serve as the first point of contact for care staff & clients, answering phone calls, responding to emails, and managing incoming and outgoing mail.
  • Assist in the recruitment process.

Duties and Accountabilities:

  • Answer incoming calls in a friendly, professional, and knowledgeable manner.
  • Coordinate care assistants' schedules daily using the Bluebird Care rostering system.
  • Maintain accurate records, organize files, and update databases as needed.
  • Liaise with Coordinator & Supervisor to ensure sufficient care staff with the right skills mix are recruited to meet the needs of the business. Arrange cover for care staff sickness, absenteeism, or holidays.
  • Process changes to customers' care and support. Ensure there is sufficient cover to deliver care and support on time.
  • Use IT systems to allocate care staff to provide care and support to customers.
  • Provide administrative support to all areas of the office. Carry out general office duties. Prepare reports as required by the Coordinator, Supervisor, & Operations Manager.
  • Participate in the out-of-hours emergency on-call rota after receiving full training and assessment for competence in providing appropriate guidance and advice in emergency situations.
  • Work with the office team to maintain up-to-date electronic and handwritten records, including staff files, supervision records, and KPIs. Enter and maintain care assistant and customer records accurately.
  • Ensure that accidents, incidents, complaints, and compliments are recorded, reported, and acted upon.
  • Keep all information about customers and their families secure and confidential.
  • Direct care assistants and provide them with clear and unambiguous instructions.
  • Communicate with customers and/or their chosen representatives about their care and support, considering different communication needs and levels of understanding in a courteous and professional manner.
  • Inform customers, on every occasion, about any changes to their carer, time of call, or any other changes to the schedule, and record when and to whom the changes have been communicated.
  • Understand the needs of customers and ensure any concerns identified are escalated to the clinical nurse manager.
  • Work flexibly as part of the team and apply Bluebird Care policies and procedures at all times. This list is not exhaustive, and additional duties may be required.
  • Experience working in office administration within a healthcare setting. Additional qualifications in Office Administration or Business Administration are preferred.
  • Prior experience of working as a Scheduler/Care Coordinator/Office Administrator in a Home Care Company or similar.
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