Apprentice Administrator Croydon

Our client, a specialist nurse-led,  registered provider of supported living, community outreach and complex care, are looking for a reliable, accurate administrative apprentice to work across their coordination and recruitment teams whilst completing a Level 3 Business Administrator apprenticeship. 

1. Core administration 

• Answer and direct telephone calls and shared inbox emails promptly and courteously, taking accurate messages and passing them to the right person the same day
• Produce, format and proofread letters, emails, forms and routine documents using company templates
• Enter and update information accurately across all digital systems, including [rostering / care management system], [applicant tracking system or recruitment tracker] and Microsoft 365
• Maintain electronic filing
• Arrange meetings, book rooms, prepare agendas and take clear action notes when asked
• Keep trackers and spreadsheets up to date and flag gaps, errors or overdue items to the line manager
• Welcome visitors and candidates to the office and follow signing-in procedures

2. Care coordination support 

• Support Care Coordinators to prepare, update and publish staff rotas for supported living and community outreach services
• Contact staff to offer available shifts and record responses Decisions on who covers a shift remain with the Care Coordinator or manager
• Log sickness, absence, lateness and shift changes accurately so that rotas, timesheets and payroll information agree
• Carry out routine checks of timesheets against rotas and report discrepancies for the coordinator to resolve
• Monitor staff training and compliance expiry dates on the training matrix and send reminders so that no one is rostered with a lapsed mandatory requirement
• Book staff onto training and supervision sessions and maintain attendance records
• Prepare visit schedules, staff allocation sheets and routine reports for Care Managers and Registered Managers
• Work and coordinate colleagues, including the remote coordination team, using agreed handover notes so that nothing is lost between teams

3. Recruitment and onboarding support 

• Upload job adverts to job boards from approved wording and keep the vacancy tracker current
• Acknowledge applications, log candidates on the recruitment tracker and keep every candidate's status up to date
• Schedule telephone screens and interviews, send confirmations and interview packs, and prepare interview rooms or video links
• Once trained and signed off, carry out first-contact calls using the companies approved script to confirm availability, location, driving status and right to work documents held. Suitability decisions remain with the Recruitment Manager
• Request and chase references, employment history evidence and gap explanations, and record what has been received and whenAssist with DBS applications and the collection of identity and right to work documents for verification by an authorised colleague
• Build and maintain staff recruitment files against internal employment checklists so that each file evidences the information required by Regulation 19 and Schedule 3 of the Health a
• Social Care Act 2008 (Regulated Activities) Regulations 2014
• Book new starters onto induction and mandatory training, issue starter paperwork and confirm that a file is complete before it is passed for manager sign-off
• Produce weekly recruitment activity figures for the Recruitment Managers

• Communication skills
• IT skills
• Attention to detail
• Customer care skills
• Administrative skills
• Team working