Care Co-ordinator

Title: Care Co-ordinator

Location: Retirement Villages (new from 2012)

Responsible to: Care Manager

This is a summary of the job role

Overall Aim of the Job:

To maintain continuity of care and support to Residents within the Village and other service users within the local community to ensure efficiency and reliability of all visits to service users, plus maximising of care income.  To provide administration services to enable the Care Manager and Care Supervisors to deliver a high quality service.

Main Duties:

• Administering the recruitment of care team members in accordance with ExtraCare's recruitment tool kit, ensuring all applicant paperwork is fully completed as per ExtraCare and statutory requirements, and is signed and countersigned

• Checking of all ID documents against application paperwork

• Checking of Work Permit/Visa/Home Office documents where applicable

• Applying for two written references for all care applicants, checking their authenticity and ensuring the Care Manager verbally verifies references on return

• Applying for Enhanced DBS documents for all care successful candidates

• Ensuring all personnel and electronic files are up-to-date, including copies of completed Development Reviews, certificates and completed and signed new starter training matrices

• Maintaining a matrix of one to one supervision meetings and Development and Interim Reviews, with dates completed for both and scores for the latter

• Ensuring all statutory and mandatory training is up to date

• Processing of all new business referrals, making visit appointments for the Manager or Care Supervisor where referrals are received

• Preparing staff rotas to match staffing to contracted service provision

• Maintaining all visit schedules to ensure all service user's calls are accommodated as per their up to date care plan and with the relevant resources

• Covering the rota to take account of all absences including sickness, holidays, training and TOIL

• Monitoring absence and ensuring all back to work paperwork is completed by the Care Supervisor.  Alerting the Care Manager if a member of staff needs to be seen about their absence

• Monitoring holiday and other leave approval to prevent clashes/ understaffing

• Manning the office and deal with all enquiries ensuring they are directed promptly and appropriately to the right person

• Liaising with and providing support to Care Supervisors

• Maintaining a visual matrix to ensure that all care plans, risk assessments, reviews, medication audits are all up to date, and any shortfalls are actioned by the Care Manager

• Ensuring all Basic care Monitoring Forms are filed, and up to date, ready for CQC inspection

• Ensuring that all service users' paper and electronic records are kept up-to-date

• Administrating the STA for all Village staff and resolving any subsequent pay queries

• Ensuring all termination paperwork is complete and sent to payroll

• Ensuring that exit interviews are carried out by the Care Manager, actioned and retained

Other Responsibilities:

• All staff are required to work Christmas, New Year and Bank holidays as allocated

• Any other tasks, duties or responsibilities that may be required from time to time, and necessary for the effective running of the service

• This post is subject to receipt of two satisfactory written references, medical screening and CRB/ISA disclosure and Home Office right to work clearance

This post is subject to a satisfactory medical clearance, DBS disclosure, two written references and Home Office right to work Clearance.