Office Admin Manager

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.