Office Admin Manager

Home Instead West Exeter & Teignbridge has been providing outstanding home care since 2018 to thousands of clients.

We support adults to stay safe, happy and independent in the comfort of their own homes while bringing companionship, reassurance and genuine connection into everyday life.

At Home Instead, we believe care should never feel rushed or impersonal. That’s why we focus on building meaningful relationships between our clients and carers, with minimum 1-hour visits and carefully matched care professionals.

Just as importantly, we believe carers deserve to feel valued, supported and appreciated for the incredible work they do every day.

 

Job Purpose

To perform a wide variety of administrative duties in a timely manner to support the smooth running of the office. To co-ordinate office activities effectively and efficiently in order to provide the highest quality service to clients.

The Role

• Responsible for all aspects of office administration activities whilst being reactive to the needs of the business.
• Line manage the office administration team
• Warmly greet visitors to the office; answer phone calls in a polite professional manner, passing on clear messages where appropriate.
• Manage correspondence by responding to emails and handling incoming and outgoing post.
• Maintain effective systems ensuring that all filing and databases are kept up to date.
• Support service delivery process including ensuring compliance, collecting activity logs and updating systems.
• Coordinate holidays for the office team and Care Professionals.
• Responsible for coordinating the on-call rota and handover.
• Support the recruitment and pre-employment checks processes where appropriate.
• Coordinate Care Professional retention activities such as newsletters, Care Professional of the month etc.
• Accountable for invoicing and payroll administration including entering billing hours and expenses.
• Support projects and IT initiatives where appropriate.
• Control the office supplies and make sure it is in accordance with office needs.
• Carry out any other duties deemed necessary for the successful operation of the business.
• Ensure compliance with Home Instead’s Equality, Diversity and Equal Opportunities Policy, in respect of employment and service delivery.

Essential Criteria

• Competent using office programs (e.g. MS Office, Google Docs etc.) with the aptitude to learn new software & systems.
• Proven experience in office administration within a busy office environment.
• Strong organisational skills with the ability to multitask.
• Self-motivated and able to work flexibly.
• Excellent written and verbal communication skills.
• Keen eye for detail and the ability to work accurately under pressure.
• Strong team player with the confidence to work alone.