Are you an aspiring Operations Coordinator looking for your next exciting challenge?

Bramley Health is looking to recruit a Operations Coordinator on a full time, permanent basis for our Glenhurst Lodge care home, based in Maidstone.

About us

The Bramley Health Group is a leading provider of specialist health and social care services in London and the Southeast. We focus on supporting individuals with complex needs to live fulfilling lives, through outcome-focused care pathways.

Glenhurst Lodge is a specialist care home with nursing for adult males with Mental Health, challenging behaviour, and complex needs. It offers a safe and comfortable environment for up to 22 service users who would benefit from a male only service.

About the role

The Operations Coordinator will be the key administrative coordinator at Glenhurst Lodge. You will be working with a team of healthcare professionals within a vibrant and fast-paced Mental Health service. You will be coordinating a range of tasks and assisting with the smooth running of the Service. We are looking for a proactive individual with a positive attitude, who is able to work closely with the Registered Manager, supporting with operational and compliance activities.

Responsibilities

General

• Complete and manage Staff Rota whilst ensuring all Payroll queries are adequately managed; collate and manage data including information on worked hours, sickness, maternity, holidays etc.
• Check all the invoices and discuss any discrepancies with the Registered Manager.
• Recruitment - arrange and participate in the interview process. Participate in interviews, liaise with the recruitment team in relation to scanning/emailing candidate documents.
• Liaise with Human Resources Department concerning all new starters co-ordinating a comprehensive induction programme. Ensuring the induction pack is given to the new starters on day 1.
• Ensure completion of all audits relevant to the Operational and Health and Safety aspects of the Service and maintain effective evidence of this audit process.
• Take responsibility for day-to-day improvements and repairs of the infrastructure of the service and ensuring it is thoroughly clean at all times
• Signing off maintenance jobs.
• Ensure all necessary orders are placed with Registered Managers authorisation.
• Check service users folders to ensure files are in good repair, an Index and dividers present in both Daily File and Health File.
• Completion and submission of Daily Staffing Report

Audits

• To ensure Managers 4 Weekly Audit is completed accordingly.
• Complete Staff File Audits and maintain staff training records.
• Coordinate Training Supervision - maintains an overview of training and supervision compliance for the service and report this to the Registered Manager.
• Be responsible for the delivery and completion of assigned audits and reports for the service Clinical Governance Committee.
• Collect all internal Audits within the units Fire Audit (with the manager)
• Complete Infection Control Audit (April and October)
• Complete Health and Safety Audit (Master) with manager
• As the Health and Safety Co-ordinator for the service oversee all aspects of Health and Safety including staff, visitors, and contractors.
• Complete weekly financial audits.
• Complete all relevant external audits are as required.
• Ensure all the internal audits are completed by liaising with other relevant members.

Records Management

• Ensuring all staff records are kept up to date
• Updating BMI's and Weights on company database
• Updating Incident Reports on company database
• Following up on Drug alerts
• Service Records- making appointments for relevant companies to come out and service equipment etc...
• Making sure that all Certificates are up to date in relation to Fire alarms etc.
• Updating Policy and Procedure folders
• Making sure Environmental Risk Assessments are in date
• Archiving all paperwork as required
• Updating all posters within the units when needed
• Provide and be responsible for an efficient in-house banking scheme for service users and the petty cash system
• You will be required to manage petty cash and patient monies

Liaising with Registered Manager

• Assist the Registered Manager with handling complaints and investigations
• In liaison with the Registered Manager, maintain the Complaints and Incidents database and provide the necessary reports for the Clinical Governance meeting.
• Communicate with Registered Manager concerning all purchasing requirements as necessary.
• Take minutes at meetings, produce typed draft minutes and complete for presentation as required Produce reports using Excel skills.
• Manage and audit the issuing of keys, swipe cards and personal alarms.
• Organising the Office, Photocopying, scanning and posting
• Uphold confidentiality and Data Protection at all times, with particular reference to personal records of both employees and Service Users.
• Undertake any other duties which are deemed suitable for this post holder

Required Skills

• Expert in MS Office, in particular Excel and Word
• A Levels or equivalent
• Good spelling and grammar
• Excellent telephone manner
• Accuracy and attention to detail
• 50 wpm typing speed
• Extremely responsible with confidential data
• Team player with ability to work on own initiative
• Good at communicating with a variety of staff including Support Workers, Nurses, senior management and external stakeholders. Prepared to spend time with the Service Users whilst doing so.

What's in it for you?

• A Great Team and Environment to work in.
• Exclusive retails discounts at Sainsburys, Tesco, Starbucks, Cafe Nero, Zizzi etc
• Discounted gym memberships
• Discounted cinema tickets available any day of the week (e.g. discounts at Vue, Odeon etc)
• Employee Assistance Programme - 24/7 Free and confidential counselling
• Refer-a-friend Scheme with financial incentives.
• Training and advancement opportunities
• Career development and advancement opportunities

If you are interested in learning more about the Operations Coordinator role, then click apply or please do get in touch directly.