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Office Manager/Senior Care Coordinator

Job Description

Office Manager/Senior Care Coordinator

Hours 37.5 pw

Location Gloucester DCA office

Pay Rate: £26,000 pa

The Office Manager/Senior Coordinator will be responsible for the appropriate management and coordination of the care delivery team to ensure provision of commissioned services to the people we support. You will oversee and manage your team of care coordinators and with them be the first point of contact for day to day operational requirements of care team and the people we support.

Key Responsibilities

  • Ensure you and your team manage the completion and maintenance of monthly schedules for all support packages in the DCA in line with deadlines. Ensure the support team have appropriate shifts allocated and any gaps in schedules are filled with an appropriate support worker as soon as possible.
  • Ensure the monitoring and maintenance the electronic call monitoring system with incoming and outgoing times
  • Ensure system maintenance is carried out in relation to schedules and support packages, ensuring hours and shift patterns are correct at all times and any ended packages have been removed from the system
  • Facilitate the setting up of new packages including system set up and co-ordination of introduction meetings, initial rotas etc.
  • Involvement in relevant meetings related to the people we support, these may involve, families, other professionals or the funders
  • Ensure your team manage employee's sickness and absence as per company policies, including carrying out return to work interviews when relevant.
  • Ensure scheduling of meetings, supervisions, appraisals and other events for the support workers. Where appropriate offer contribution and content.
  • Ensure general line management of support workers by your team, including managing availability or contractual changes, annual leave requests, other relevant HR issues and ensuring leavers are processed in line with company procedure.
  • Provide operational support in relation to complaints, staff grievances and disciplinary issues.
  • Participate in the on call service on a rota basis and ensure accurate recording
  • Provide effective line Management to your team of Care coordinators, supporting them to perform their roles as efficiently and effectively as possible, and addressing and resolving any challenges identified.
  • Fill gaps in rotas in emergency situations where you have the necessary skills, experience and appropriate training.

Support the Recruiter by:

        • Actively participating in recruitment meetings to establish exact recruitment requirements
        • Interviewing new care staff where appropriate and support colleagues
        • Ensure the onboarding of new staff is positive and organised, track new starters to ensure they have the appropriate equipment, meet and greet on day one and complete the first day induction, support and plan shadow shifts, create their template rota in line with their availability and the needs of the support packages
  • Monitoring compliance status of support delivery team and requesting appropriate documentation or training courses in a timely manner
  • Providing a comprehensive, high quality general administrative facility for the business including, letter writing, minutes taking, ordering of stationary etc
  • Manage the cleanliness and tidiness of the office and ensure hospitality is available for the team and visitors
  • Assisting in the management of incoming calls and ensuring all communication coming to the branch is acknowledged and passed to the correct person to deal with.
  • Assisting in the management of incoming and outgoing post. This may include visits to the local post office or bank.
  • Support the teams to maintain PwS information and documentation by using systems and process to identify tasks that require completion. Record completed tasks on the system and undertaking any relevant filing.
  • Assisting in the management of monthly payroll process to ensure all support staff are paid for annual leave, training, hours worked and mileage or expenses incurred, including overseeing and resolving any queries from staff.
  • Engage and support in business growth activity

You may be required to undertake other duties commensurate to your role and/or working hours, as may reasonably be required of you at any other sites or premises, locations in the community, and within the homes of people we support. The Company may reasonably require you, on an occasional or frequent basis, to meet the changing needs of service provision.

This is a description of the job as it is at present. However, the Company may periodically review your job description and update it to ensure that it relates to the job as when being performed. It is the Company's aim to reach agreement on reasonable changes, but if agreement is not possible the Company reserves the right to insist on changes to your job description, after consultation with you.

Care Coordinator Role Requirements:


  • Computer literate including Microsoft Office
  • Ability to learn new computer systems
  • Excellent administration skills
  • A polite and professional telephone manner
  • The ability to work well under pressure


  • Experience in a care environment would be beneficial but is not essential for this role
  • Driver with own vehicle would be highly advantageous
  • Experience working on CM2000 and/or Cold Harbour. Full training will be provided if you don't have experience with this

All applicants and subsequent job offers will be subject to satisfactory DBS checks and references.