Purpose of the post
•Ensure that the people of Gwynedd are at the heart of everything we do.
•Support and get data and procedures of the care services in order, so that they can address the requirements of SSD and the Regulation and Inspection of Social Care (Wales) Act 2016
•Supporting Registered Managers, Area Managers and the Registered Persons with administrative duties
Responsibility for functions
•Ensure appropriate use of property and equipment.
•Adhere to service budgetary arrangements
Main duties
SUPPORT THE INDIVIDUALS WHO USE THE SERVICE
•Develop arrangements and procedures for the care services in order, so that they can address the requirements of SSD and the Regulation and Inspection of Social Care (Wales) Act 2016.
•Collaboration with the Management Team in the care services so that they can address the requirements of SSD and Council requirements
•Gathering and analysing information for reports for the service and the SSD at the management team/area manager's request
•Working together to produce and keep updated the Statements of Purpose, Guidance to Individuals, and the 6- monthly reports. These will feed into the SSD annual statements.
•Develop systems on i-Gwynedd to report on the service performance and feed into the service's information gathering system
•Be part of the development and processes that will improve the effectiveness of the service with new software and IT systems,
•To be able to train and mentor staff and managers in the new systems
•Contribute to the development of managers and staff with IT processes supporting a paperless culture.
•Be willing to assist with IT problems and contact the relevant departments.
•Contributing to the process of monitoring, planning and implementing the arrangements of managerial tasks in the care homes.
Be responsible for maintaining all the administrative work relevant to the role, such as:
•Complete On-line data
•Processing orders and invoices.
•Keep an overview of the costs and finance to facilitate robust financial control of the individual services.
•Individuals Information
•Petty Cash
•Banking arrangements
•Complete the Occupancy/Returns
•Check cash of individuals
•Keep a stock inventory for the home
•Keep leave records and information on staff personal files.
•Staff Sickness
•Staff time-sheets
•Procedure for new appointments Tr139 /DBS/references
•Work timesheets
•Arrange training and keep the training matrix up-to-date.
•Assist with preparing packages for the appointment and induction of new staff, ensuring current and appropriate DBS disclosures are completed and renewed in each case.
•Support any rota planning and arrangements in the home in an emergency.
•Comply with the Council's financial procedures and guidelines.
•Working with people to assist and note barriers to prevent them from achieving their outcomes, and use information to discuss with service managers, implement change and learn from experience.
•Be progressive and willing to make informed decisions independently, while also applying professional views and knowing when to attract support from the wider team and other professions.
COMMUNICATION AND RELATIONSHIPS
•Work closely with the managers and their teams and colleagues from other services, other departments, customers, and companies who will support the effective operation of the care home.
•Receive and share information correctly and appropriately.
•Support with recording staff sickness absence arrangements in line with the service/Human Resources policies.
•Attend and support minute-taking in team and staff meetings.
TRAINING AND SUPERVISION
•Responsibility for self-development
•A commitment to follow his/her own training programme in accordance with the National Requirements and accept responsibility for continuous professional development.
•Have a mindset that is open to learn continuously and the desire to develop professionally within the health and care field.
•Attend and contribute to constructive activities such as supervision and team meetings that support the mindset of improving and developing the service and staff well-being.
SAFEGUARDING
•Responsible for reporting any concern or suspicion that a child or vulnerable adult is being abused
POLICIES
•Responsible for managing information in accordance with the Council’s information management standards and guidelines. Ensure that personal information is treated in accordance with Data Protection legislation.
•Ensure compliance with Health and Safety regulations in the workplace in accordance with the responsibilities noted in the Health and Safety at Work Act 1974 and the Council’s Health and Safety Policy.
•Operate within the Council’s equal opportunities and equality policies.
OTHER
•Follow the principles of Ffordd Gwynedd.
•Commitment to reducing the Council’s carbon emissions in accordance with the Carbon Management Plan, and to encourage others to act positively towards reducing the Council’s carbon footprint.
•Undertake any other reasonable duty which corresponds to the salary level and responsibility level of the job.
Special circumstances
•There will be a need to go through the DBS processes
•Expected to work across other sites of the service to give support in emergencies. There may be some unsociable hours