Administrator and Operations Coordinator

FRS Recruitment; Waterford; On-site; EUR 28,000 - 38,000; Full time

Job summary

FRS Recruitment in Waterford is seeking an Administrator and Operations Coordinator to coordinate Care Assistants and support high-quality home care. You will roster staff, process referrals, adjust schedules for emergencies, and maintain records while protecting confidentiality.

The role requires strong organisation and communication, with a proactive approach to work as part of a supportive care team. You will liaise with the care team and management to ensure care plans are followed and

Qualifications

• Experience coordinating carers or care staff is preferred.
• Ability to plan and organise workloads to ensure timely, safe care.
• Strong written and verbal communication skills.
• Knowledge of confidentiality in home care.
• Proficiency with basic IT and records management.

Responsibilities

• Roster Care Assistants to meet customer needs and preferences.
• Accept, allocate and process new customer referrals promptly.
• Monitor and adjust rotas for emergencies, sickness and holidays.
• Maintain up-to-date records and mileage/travel logs.
• Ensure confidential handling of customers' information.
• Work with the team to deliver high-quality home care.

Skills

Roster scheduling

Communication

Organisational skills

Record keeping

Confidentiality

IT skills

Job description

Administrator and Operations Coordinator (V-6WE3K3) Waterford, Republic of Ireland

Administrator and Operations Coordinator

Purpose of role

To conduct effective coordination of Care Assistants to ensure that customers receive excellent quality care and support to keep them safe and comfortable in their own homes. A supportive and calm manner together with excellent organisational and communication skills are vital to excel in this role.

Key responsibility

Ensure that Care Assistants are appropriately rostered and 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), and aligns with the agreed availability of Care Assistants. To strive to achieve optimised scheduling that meets the needs of both customers and carers.

Duties

• Liaise with the Lead Coordinator and / or Registered Manager to ensure the right number of Care Assistants, with the right skills mixes, are recruited to meet the needs of the business. Arrange cover for Care Assistant sickness, absenteeism or holidays.
• Accept, allocate and process new customer referrals for care and support promptly and effectively.
• Process changes to customers’ required care and support needs.
• Ensure there is sufficient cover to deliver care and support to all customers on time and in alignment with their personal care plans.
• Monitor the restoring of Care Assistants to maximise efficiency whilst supporting them to maintain an appropriate work/ life balance.
• Schedule Care Assistants to provide care and support to customers. Work with other members of the Care team to appropriately match Care Assistants to customers taking account of:
• Care Assistant skills, experience and availability to safely deliver the care and support plan;
• the customer’s preferences and care needs; and
• travel arrangements, routes and working patterns to make efficient use of Care Assistant time whilst meeting the needs of customers.
• Make required adjustments to rotas as required to provide cover for emergency situations, to cover staff holiday or sickness, etc.
• Distribute staff rotas at agreed intervals.
• If required, take part in the out of hours emergency on-call rota. This will only be required after the post holder has received full training and has been assessed as competent to provide appropriate guidance and advice in emergency situations.
• Work with the office team to maintain up to date electronic and hand written records. Use systems to record and monitor mileage and travel distances. Make sure that accidents and incidents are recorded, reported and acted upon.
• Keep all information about customers and their families secure and confidential.
• Carry out general office duties. Prepare reports as required as required by the Registered Manager.
• Talk to customers and their chosen representatives about their care and support, taking account of different communication needs and levels of understanding.
• Work with the team and other health and social care professionals to deliver high quality homecare services and to make improvements where necessary.
• Work flexibly as part of the team and apply organisation policies and procedures at all times.

This list is not exhaustive and additional duties may be required.

• Kind and Caring – compassionate towards others who need support.
• Professional and Respected - excellent time keeper, reliable and understanding of professional boundaries.
• Dedicated to non-discriminatory care practice. This means respecting people suffering from a range of medical conditions with different backgrounds and beliefs to your own.
• Innovative – strong problem-solver, who thinks outside of the box to identify solutions and opportunities.
• Supportive – a team player and fantastic communicator, with good emotionalintelligence.
• Fun and Passionate – understand that home carecan bring joy and happiness to a customers’ day, and strive to achieve this.

Knowledge and skills

• Good understanding of the needs of people who need care and support.
• Excellent organisational skills- proven ability to plan and organise workloads effectively so that customers receive the services they expect and are safe.
• Ability to maintain clear and accurate written records and follow statutory reporting procedures.
• Understanding of what confidentiality means in relation to home care services and why this is important.
• Good administrative and IT skills. High level of accuracy and attention to detail.
• Ability to communicate clearly and build positive working relationships with customers, their families, staff and other health and social care professionals. Good telephone manner and interpersonal skills.
• Knowledge of what confidentiality means in relation to home careservices and why this is important.
• Good geographical knowledge of the local area (roads / routes / traffic levels).
• Ability to think clearly when under pressure. Comfortable using own initiative to solve problems or as part of a team especially in an emergency.
• Ability and willingness to follow company’s policies, procedures and instructions