administrative assistant Glasgow, Scotland
Job description
Hayfield consists of three services which are registered with the Care Inspectorate to provide four small Care Homes for Adults, Day Support Services (Building based) and a Combined Housing Support / Care at Home Project.
Hayfield provides community-based specialist support services for deaf people who have additional disabilities
Hayfield employs a workforce of over 40 skilled members of social care staff responsible for the day-to-day delivery of services which include Enhanced Housing Support and Care at Home, Care Homes and Day Services. The locations are Glasgow based and the community-based nature of these settings provides a unique opportunity for service users to develop and live as independently as possible.
Main Duties and Responsibilities
22.5hrs per week worked over 3 days - £22,129 - £23,477 Pro rata (37.5hrs)
· Administration support as directed by Finance / HR Manager in the first instance to manage the requirements of Hayfield Support Services
· Telephone and Reception duties, acting as a point of contact for visitors, clients or suppliers via email, over the phone or in person
· Welcoming visitors to the building, recording visits where necessary and showing them to meetings.
· Manage and distribute incoming and outgoing documents/mail.
· Working with petty cash and financial recording systems, float replenishment and reconciliations.
· Type Medical Reports, ASP’s, Incident and Information Reports, Reviews, Minutes, letters, forms, memos, templates and other general typing etc, and distribute as required
· Assist with graphic and visual development of documents, to ensure accessibility to service users, including graphic minutes, charts, agreements, satisfaction surveys etc
· Update, develop and record information on database and other internal systems.
· Assist with the introduction of any new procedures, equipment or technology.
· Prepare and update service user documents required for staff to present at weekly review meetings e.g. Reports of incidents, medical appointments, Care Plans and Risk Assessments etc.
· Manage general filing, photocopying and faxing.
· Assist in preparing and collating information for group and individual service user correspondence.
· Provide administrative support to all Managers and their teams
· Minute taking at meetings.
· Maintaining audits i.e. reviews, appraisals, training, accidents, complaints etc.
· Participate and co-ordinate candidates during recruitment days i.e. reception, guide, support candidates.
· Order and replenish stationery supply as required.
· Participate in any mandatory training, in line with current Health & Safety at Work Legislation.
· To undertake training relevant to the post as discussed and authorised by the Director.
· Manage telephone duties (internal and external). [Become familiar with Video Remote Interpreting (VRI), as used by hard of hearing, deaf and deafened people to use when necessary.]
· Be conversant in basic Sign Language (following completion of BSL Level 1 Training) – Full Training will be provided
· Be conversant and comply with current Health & Safety at Work Legislation and maintain a safe working environment
· To liaise with and assist Director, Managers, Team Leaders, Support Workers and other members of staff, as may be required, on a daily basis.
· Undertaking any other duties appropriate to the post and in line with the needs of Hayfield to enhance their aims and objectives
Application, job description and job specification can be found on our website vacancy page - https://www.hayfield.org.uk/vacancies/
TO APPLY - Please complete our application form (we do not accept applications by CV only), which you will find on our website and submit by email or post.
Job Types: Part-time, Permanent
Part-time hours: 22.5 per week
Salary: £13,277.00-£14,086.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- On-site parking
- Sick pay
Schedule:
- No weekends
COVID-19 considerations:
We follow the Scottish Government guidelines for Care Services, regularly staff testing supply and wearing of masks and other PPE as required and infection control procedures.
Work Location: In person
Reference ID: Hayfadmin022022
