Total 3 job vacancies by Holywell Care Group

We are seeking a dedicated and organized Admin Assistant to support our Service Development Manager within the children’s services sector at Holywell Children’s Homes. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to handle various administrative tasks to ensure the smooth and efficient operation of our services.
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Key Responsibilities: Administrative Duties:
• Handle incoming and outgoing post and manage telephone and email communications.
• Cover reception duties, including greeting and assisting visitors.
• Type up documents, update and ensure all administrative documents are current and accurate.
• Update computer records and manage data entry tasks.
• Operate office equipment such as printers and photocopiers, conduct stock takes, reorder supplies, and seek authorization for outgoing costs from the Registered Manager.
• Set up meetings, take minutes, and distribute them accordingly.
• Produce documents and reports as required.
• Restock office supplies and other small supplies within the Home.

Service Development Support:
• Assist with the development and implementation of up-to-date service policies and procedures in compliance with current regulations.
• Implement guidelines from the Children’s Homes Regulations Including the Quality Standards (April 2015), The Children’s Homes (England) Regulations 2015, the Homes Statement of Purpose, and the Children Act 1989.
• Support the Registered Manager in maintaining compliance with statutory requirements and obligations (e.g., Children’s Homes Regulations 2015, Mental Health Act 1983, Mental Capacity Act 2005, NHS & Community Care Act 1990, Protection of Vulnerable Groups Act 2006, Disability Discrimination Act, Human Rights Act).
• Assist in ensuring the smooth and effective running of all operational procedures, and record keeping.
• Communicate and collaborate with Holywell’s partners, including local authorities, ICHA, PCSO’s, other professionals, and families as instructed by the Service Development Manager.

Supporting the Service Development Manager:
• Assist the Service Development Manager in managing the Registered Care Home and staff in the absence of a Registered Manager.
• Help in achieving and maintaining high standards of governance and ensuring compliance with legislative, professional, and quality standards to achieve a GOOD or OUTSTANDING rating by OFSTED.
• Support the Service Development Manager in working closely with Commissioners, families, and advocates for children to maintain Holywell’s interests and reputation.
• Assist in keeping Holywell’s policies and procedures up to date, ensuring all staff are familiar with and understand them.
• Support in developing a database of contacts with key commissioners of children’s services and preparing documentation for service registration with regulatory authorities (OFSTED).
• Assist in preparing annual budget forecasts and managing staff teams effectively to deliver full support to children and achieve compliance with statutory requirements and Holywell’s standards.

Organizational Responsibilities:
• Make autonomous decisions within the scope and role of professional practice, adhering to organizational guidelines and responsibilities.
• Assist and advise Holywell Children’s Services Limited on resource utilization and the development of high-quality services.
• Support Holywell’s status as an Investor in People and a Preferred Provider of social care services.

Essential Skills and Qualifications:
• Excellent organizational skills and time management.
• IT literate
• Computer literacy and proficient keyboard skills. Word processing / data processing/ spreadsheets/ presentations
• NVQ level 3 or equivalent in literacy and numeracy or equivalent
• Willingness to undertake training to develop skills to take a proactive role in administration and software, i.e., forward planning, negotiation, monitoring, making recommendations.
• Strong communication skills and the ability to work well as part of a team.
• A good level of English spelling and grammar.
• Good numeracy skills with accuracy and attention to detail.
• The ability to use initiative and work independently when required.

Experience
• Experience in organising and managing administrative systems and procedures in an office environment
• Experience of working as part of a team
• Experience of working on own initiative
• Skills, Knowledge and Ability.
• Ability to undertake a wide range of administrative tasks including word processing and filing
• Ability to collate statistical data and present both orally and in written reports
• Ability to apply information communications technology to the responsibilities of the job
• The ability to take accurate minutes
• Good understanding of issues associated with working in Social Care.
• Ability to respect confidentiality.
• Ability to deal with contentious / difficult situations and resolve conflicts.
• Ability to work to a high level of autonomy under limited direct supervision, including determining and organising information; to manage own workload, to work under pressure and with initiative
• Ability to work successfully as a member of a team
• As an employee of Holywell, you will be required to pursue actively with Holywell’s policies on equal opportunities and race relations and to undergo any training associated with this.
• Willingness to learn or knowledge of using computerised systems for budget management.
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DISCLOSURE – Barring Systems
This post is subject to an enhanced disclosure under the DBS.

The main objectives of the position are to:
• Maintain continuity of care and support to all service users and to ensure sufficiency and reliability of
all visits to service users by suitably trained and experienced care workers.
• Ensure the effective running of the organisation by providing suitable Health and Social Care Support
Workers to Service Users.
• Ensure Holywell Care Services policies and procedures are followed at all times.
• Ensure Care Quality Commission standards are met for Service Users.
Main Duties and Key Responsibilities
Involvement and Information
• Be aware of and uphold the philosophy, ethics and structure of the Organisation.
• Be able to access Company policies and procedures and relevant documentation at all times.
• Process any new business referrals, liaising with the Registered manager and sending out relevant
information in response to enquiries
• Promote positively the service users’ rights to choice and independence whilst ensuring that they are
treated with the utmost respect, privacy and dignity at all times.
• Be aware of local and national services and sources of support so that information can be provided to
service users upon request.
Managing Care Provision
• Implement care plans for service users, and changes to care plans where appropriate.
• Ensure care plans and risk assessments are updated on a regular basis in line with internal policies
and that updates are recorded on staff plan.
• Implement and monitor all relevant aspects of the electronic call monitoring system.
• Discuss and negotiate with service users and/or relevant advocates/ agencies any situations regarding
services users and Holywell
• Attend meetings as required
Always act in a manner which respects the confidentiality of service users, staff and any other involved
parties
Management and Administration
• Deputise as required in the absence of the Care Coordinator
• Carry out on call duties, Evenings and at weekends, on a rota basis as determined by the management.
When on-call provide telephone support and assistance to support workers and service users be
available to be called out as necessary; check call alerts system morning/ midday/ evenings and
weekends.
• Enter all relevant information onto the office IT system used in the office as soon as possible.
• Ensure all electronic files and personal files are kept up to date concerning your area.
• Participate in general management and administration of the organisation.
• Attend meetings when required to do so by management.
• Prepare reports, and monitor statistics as required by the manager.
• Support and facilitate the growth of the company in all aspects of the role
• Work flexibility as required by the needs of the service.
• Treat all staff equally, fairly and respectfully in all aspects of the role
• Carry out any other reasonable duties as dictated by the needs of the service or as identified by the
operations manager.
Training and Development
• Carry out direct observations and spot checks on support staff. Implement any actions arising from
these checks; ensure these checks are recorded on staff plan.
• Prepare for, and participate in, quarterly supervisions and annual appraisals with your manager.
• Attend and participate in in relevant training sessions.
• Demonstrate a commitment to personal development.
• Assist with planning and organising staff training.

Description of Role :
The post holder will be responsible for managing all aspects of running the Home, for medium to long term planned placements to ensure young people are supported and prepared to move on to independent living.
To ensure that high levels of emotional and physical care, appropriate activities, comfortable accommodation and the service of keyworkers are planned, provided and applied in accordance with home’s Procedures and Strategies.
Context of the Post :
This post has been identified as being specific to the Statement of Purpose relating to the services provision of a long term placement home.
The post holder will be the ‘Registered Manager’ for the home as specified in the Children’s Homes Regulations 2001 and required to fulfil the obligations set out in the National Minimum Standards for Children’s Homes 2002. The home will provide medium to long-term placements for young people where the plan indicates this to be the most suitable intervention. Therefore, emotional sustainability, sound partnership practice, verbal and written communication techniques, the ability to form lasting relationships, commitment to working issues through, to be tenacious in working in a planned way to achieve the best outcomes for the young person through establishing small achievable targets are required.
Duties and Responsibilities Specific to the Post:
• To be responsible for the management, co-ordination and development of a range of quality services for young people referred and/or accommodated within the home.
• To promote the practice of working in partnership with young people, their families, other staff within Holywell Children’s Services, and other agencies, in order to meet the needs of young people.
• To provide effective leadership by implementing organisational strategies, in order to enable objectives of the development for children services to be achieved.
• To promote team development and effective team working.
• To maximise the effectiveness of staff through motivation, development and the application of Holywell Children’s Services personnel policies.
• To take the lead in setting standards and evaluating achievements; to take a proactive role in securing improvements in the quality of services provided by Holywell Children’s Services.
• To contribute to the development of corporate policies and service initiatives, aimed at improving the service provided by Holywell Children’s Services.
• To ensure that there is a Statement of Purpose in place, which is appropriate to the needs of young people and outlines qualifications, experience and expertise of the staff employed within the home.
• To set and review targets and objectives for the home’s staff team in order to ensure that work is focused and has clear direction.
• To provide operational management of the staff team and to deploy appropriate staff resources in order that key tasks are fulfilled. To ensure that sufficient back up resources are available in emergency/out of hours situations including participation in an out of hours ‘On-Call’ rota.
• To have line management responsibilities for a staff team, ensuring that all staff receive appropriate induction, supervision and appraisal.
• To be responsible for ensuring a full flow of information into and out of the team and to develop effective communication strategies and systems which assist staff in the operation of their duties.
• To take a lead role in the gate keeping and allocation of a range of services provided to meet the identified needs of young people.
• To ensure that the staff team are enabled to undertake such duties with young people who are none resident or who have been resident in order to provide continuity of care where appropriate or to avoid admission to the looked after system where this is in the best interest of the young person concerned.
• To be responsible for the effective management and development of a range of quality direct services to young people. To ensure that the policies and procedures of Holywell Children’s Services are implemented.
• To actively participate in recruitment, grievance, disciplinary, health and safety and other staffing matters with support from the Responsible Individual.
• To ensure that staff training and development needs are identified and ensuring that those needs are met. To assist in training staff as required.
• To ensure that all Health and Safety Regulations are complied with in accordance with Holywell Children’s Services policies, procedures and practices.
• To regularly inspect the condition of the structure, fabric, furnishings and fittings of the building to ensure that all necessary equipment, etc. is in good working order and of a reasonable and acceptable standard of repair.
• To ensure that effective finance budgets, control, administration and records comply with Holywell Children’s Services expectations and procedures.
• To promote and implement the companies Equality and Diversity policies and procedures.
• To ensure that staff understand and implement the companies Child Protection Procedures.
• To undertake any other such duties as required by the Responsible Individual, commensurate with the grade of the post.
 

Note: The post holder may be required to be part of a management rota providing out of hours support for the Company with in Holywell Children’s Services. Common Duties and Responsibilities Quality Assurance to set, monitor and evaluate standards at individual, team performance and service quality so that the user and Company requirements are met and that the highest standards are maintained. Communication To establish and manage the team communications systems ensuring that the Company procedures, policies, strategies and objectives are effectively communicated to all team members.