JOB DESCRIPTION

TITLE: Support Services Coordinator
RESPONSIBLE TO: Residential Care Manager

· Support the Residential Manager/Deputy Care Manager by ensuring administrative, accounts, domestic and catering arrangements are delivered in an efficient and effective manner.
· Manage the work of administrative and accounts staff on a daily basis, and take corrective action to manage underperforming staff.
· Continually review existing administrative processes to ensure that maximum benefit is being made of available software.
· Advise the Manager/Deputy Manager of any concerns regarding invoices submitted for payment or any irregularities regarding finances.
· To ensure that Parkanaur Financial Policies and Procedures are applied by themselves and by those staff for whom they have responsibility.
· Manage catering, domestic and maintenance staff on a daily basis and ensure that cover is sourced at times of leave and absence, and take corrective action to manage under-performing staff.
· Develop, maintain and review written office procedures to ensure continued fitness for purpose.
· Co-ordinate the recruitment process, ensuring that job advertisements, interview and pre-employment checks are carried out, and keeping the Manager/Deputy Manager informed of any issues arising.
· Maintain a database of Policies and Procedures and ensures that these are updated as required, keeping the Manager/Deputy Manager informed of any issues arising.
· Maintain a database of Contracts/Service Agreements with external providers of service and to ensure that there is a system in place to renew or replace contracts/service agreements with those providers, linking closely with the Manager/Deputy Manager in this role.
· Ensure that an annual generic Risk Assessment is completed, ensuring that remedial actions are identified and actioned.
· Manage the interface with external providers of Payroll and Account Functions to ensure staff salaries and wages are processed promptly and that suppliers are paid in a timely manner.
· If required, lodge cash amounts in the College bank account.
· Maintain a database of estates-related activities that are required to provide assurance to the Manager/Deputy Manager, Trustees and the Regulation and Quality Improvement Authority that these functions have been carried out in accordance with legislation and minimum requirements.
· Ensure that insurance policies for buildings, contents and motor vehicles are up to date, and that competitive quotes are secured on renewal.
· Ensure that energy supply costs are regularly tested to ensure value for money.
· Ensure that general office files and student/resident files are kept up to date and in a presentable condition.
· Assist the Manager/Deputy Manager in completion of Staff, Student, and Carer/Relative surveys and to assist in the completion of the Annual Report as required by the Regulation and Quality Improvement Authority.
· Provide supervision and appraisal to staff under their management and ensure that those staff maintain their knowledge and skills to perform their roles.
· Ensure that General Data Protection Regulations and requirements are adhered to within the scope of Parkanaur services.
· Maintain content of social media platforms.
· Attend, as required, management team meetings.
· Maintain staff relationships and morale amongst those staff for whom they have responsibility.
· Attend staff meetings.
· Maintain confidentiality within and outside their work environment in respect of Parkanaur activities.
· Assist, when required, in the organisation of activities and events for residents and tenants of Parkanaur.
· Assist the Manager/Deputy Manager in maintaining records of staff training.
· Assist the Manager/Deputy Manager in ensuring that staff registration with the Northern Ireland Social Care Council (NISCC) is renewed when due.
· Take part, as required, in recruitment and selection of staff.
· Promote volunteer opportunities within the Thomas Doran Parkanaur Trust.
· Undertake training as required.