Top Job Recruitment are looking for a full time Office Manager for a care home based in Halstead, Essex.

Our client is a care home with a CQC rating of ‘Outstanding’. Please note you do not need managerial experience as our client is happy to give training you do however need experience in domiciliary care. Monday - Friday 08:30am - 5pm, office only.

As a Office Manager you will work from our Head Office in Sible Hedingham, the successful candidate will ensure that high-quality home care services are delivered through efficient management of the area, including day-to-day office management and care delivery as well as contribute to the promotion of Forest Homecare and continuing expansion.

You will have responsibility for ensuring the delivery of high-quality home care services in your area with support from senior managers. You will be expected to carry out the following functions. The following is not exhaustive, and a flexible approach is required for this role.

Management and leadership

• Supervise, monitor, and support the office team and care staff in day-to-day service management ensuring service users’ dignity is observed and the service is provided, positively acknowledging equality and diversity and person-centred
• Monitor and ensure staff adherence to policies, procedures and processes.

• Maintain a working knowledge of relevant legislation, best practices, and practice guidelines that control and influence the provision of community-based domiciliary care
• Maintain the company's quality assurance procedures as
• Supervise the day-to-day administration and coordination within the area office.

• Provide regular supervision and annual appraisal to all office-based
• Monitor and ensure compliance with mandatory training for all care staff and the Forest Homecare annual compliance
• To promote Forest Homecare services locally and to work positively with other organisations and commissioners including social care and health
• Safeguarding of vulnerable adults — to alert the Head of Care to any potential safeguarding
• Monitor and maintain excellent staff retention levels — both office and care staff

Service Delivery

• Responsibility for improving and maintaining high standards in service delivery in your
• Ensure coordinator's rotas meet the needs of service users and maximize capacity of staff availability (covering coordinators' absence when required)
• Ensure coordinators maintain the rounds effectively and changes are made
• Ensure rounds are maintained in the correct order and start time and carers complete the emails and service users' notes on their mobile app
• Ensure all new care packages/restarts are commenced as agreed — all refusals and reasons are to be recorded in detail on the FHC refusal
• Ensure there are no missed visits and visit changes are communicated safely and effectively to care
• Ensure new care packages or updates have undergone an assessment of care within 48 hours maximum and copies of all completed documents are delivered promptly. If a Moving and Handling risk assessment is identified as necessary, ensure this is completed by a competent
• Work in partnership with the Forest Homecare review officer to ensure all new service users’ care packages are reviewed in the initial stages to monitor customer satisfaction and to address any service delivery issues, risks, or support plan
• Ensure that any service users’ concerns/issues/complaints are initially actioned by the Review Officer at an informal level, seeking guidance from Head of Care as
• Customer care — ensuring service users are notified of operational changes in advance, both during office hours and out of hours by on-call staff
• Ensure the appropriate use of branch communication tools including emails and group
• Ensure all incidents/events are recorded on the additional note/carer concern
• Ensure that all additional notes/carer concern forms are checked and actioned daily by the co-ordinator in the first instance before passing to the Review Officer for action if
• Alert the Head of Care immediately to any potential risks or remedial action required regarding service delivery or staff
• Work under the direction of the Head of Care to address and resolve official complaints or safeguarding
• Carry out informal disciplinary investigations as required and work alongside the Head of Care or Senior management in formal disciplinary procedures and
• Ensure all accidents involving care staff are reported immediately to the Head of
• To lead for the area under the direction of senior management when the Forest Homecare Business Continuity Plan is
• Monitor staff absence and take appropriate action where required

Compliance and Minimum Standards of Care

• Support and train senior care staff to conduct observations of practice and risk assessments, including moving and handling risk
• Monitor and support new care staff throughout their 3-month probationary period ensuring they are effectively mentored and

Out-of-hours on-call service

• Ensure senior care staff and coordinators participate in an effective out-of-office hours on-call service for the area and are appropriately trained to provide quality customer care and maintain service
• Ensure on-call staff keeps service users notified of changes to their visit arrival times and any operational
• Ensure all changes to rounds/visits are actioned
• Support the on-call service and provide advice and guidance if

Office Manager Skills Required

• Ideally you will have experience in the provision of domiciliary care or support
• You may or may not have been a carer
• You will have received a good standard of education and be fluent in
• You will have excellent IT skills, proficient in Mail Outlook, Word, and Excel - You have the ability to learn our software system for rota preparation and monitoring following
• You will have excellent organisational skills. You are flexible in your approach and committed to the promotion of team
• You will have the confidence and experience to lead your team, supporting and guiding whilst promoting the use of initiative in a risk-managed
• You are able to deal tactfully and sensitively with service users or their representatives, social care and health professionals, and other organisations in complex and sometimes difficult situations and you understand the importance of providing excellent customer
• You will have the ability to make quick, but effective and safe decisions in reaction to urgent/stressful situations. You will be able to deal effectively with

Office Manager Perks and Benefits

• 28 days annual leave per annum including bank holidays.
• Contributory pension scheme
• Full induction and training with ongoing support

• Free DBS Check (if required)
• Join a great team working for a highly respected organization.
• Support & and encouragement to progress and reach your full potential within your chosen career.

Apply now if you are interested and if you are suitable you will be contacted!