Job Description

Specialist Services Administrator

Responsible to: Specialist Services Director

Hours: 37.5 hour per week, 5 days per week 9am-5pm

Salary: £28,000 per annum

PURPOSE OF POST: As Specialist Services Administrator, this individual would be highly organised and detail-orientated. The Administrator will play a vital role managing a variety of processes within the Specialist Services (Brain Injury/Learning Disabilities/Farm) to enable the Managers to effectively run the services. Our Administrator is relied upon to ensure processes are timely, effective, and accurately recorded, strong commercial acumen is key to this position to ensure effective communication among team members of all levels. The Administrator will lead on the day-to-day administrative function, which includes a wide range of responsibilities relating to Operations, Finance, HR and Sales.

PRINCIPAL DUTIES MAY INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING:

• Often the first point of contact at SweetTree, deal with correspondence, calls/enquiries/live chat and deliver a seamless and personal customer journey.
• Ensuring correct usage of the telephone system across the specialist services
• Pick up and effectively manage enquiries for Specialist Services, logging pertinent information on the CRM and escalating/following up as necessary.
• Send out welcome packs/brochures and any other marketing administration as required.
• Assisting managers in the setup of new clients as required, including hard folder and system set ups.
• To assist managers in ensuring correct funder information/contractual information is in place for new clients.
• To assist Managers with effective filing, including the upkeep of paper and electronic filing.
• To ensure systems used within the Specialist Services are kept up to date and accurate.
• To assist the coordination team in the weekly rota creation for clients
• To assist in the creation of Daily Support Record audits.
• To oversee the successful completion of compliance processes across the services (e.g. lateness management)
• To take and type up notes for managers as requested, particularly for investigation meetings, team meetings, requiring a high level of confidentiality.
• To take an active role in ensuring tasks are completed by admin assistants/receptionists.
• To conduct staff file audits and follow up as required, in liaison with HR.
• To complete tasks on the management system upon completion of necessary paperwork
• To assist Finance with any debt/pay related queries
• To oversee the authorisation of support worker expenses across the service, in line with company policy
• To oversee the Specialist Services calendar/room booking and assist with the booking of events.
• To assist the wider business with administrative tasks as and when necessary.
• To undertake any other administrative duties/projects as specified by the Specialist Services Director.

PERSON SPECIFICATION

Essential Experience, Skills or Attitudes:

• Essential – Administration Experience
• Desirable – AAT/NVQ Level 2 in Administration
• Excellent IT & English language skills 
• Ability to multitask and prioritise with acute attention to detail 
• Well-developed time management and organisational skills 
• Excellent typing skills with attention to detail.
• Good Microsoft Excel and Microsoft Word skills.
• Professional discretion and ability to handle confidential and sensitive material 
• Strong team player with ability to work with a diverse workforce and at all levels 

In return, we offer:

• Ongoing support and development, with our Career Pathway with AIMs accredited training.
• 25 days annual leave plus 8 days bank holidays (pro-rata)
• A "Me day" - a day off plus £20 to spend on spoiling yourself.
• Health & Wellbeing programme
• Shopping/Services discount platforms
• Free eye care vouchers
• Free DBS check
• Company Pension Scheme
• Longevity Service Awards
• Employee Assistance programme
• Social events such as Christmas and Summer parties

Our Commitment to Exceptional Care:

At SweetTree, we do not just provide care – we create meaningful connections and enhance the lives of individuals we work with. We believe that every interaction is an opportunity to make a positive impact, and we are looking for a talented individual who share our vision.

A Trusted Name in the Industry:

SweetTree Home Care Services is a multi-award-winning leading provider, with an outstanding rating from the CQC. For over two decades, we have been dedicated to offering exceptional support and community and home-based services for our clients. Our commitment to excellence has made us a trusted name in the industry.

At SweetTree, everything we do has a heavy focus on making a positive difference in the lives of our clients. We are currently looking for a compassionate and dynamic individual to join our team, if you are an experienced professional with a passion for enhancing the lives of individuals and a commitment to excellence, then we want to hear from you!