Oxenhr Limited - We are a people-focused recruitment company dedicated to connecting top talent with reputable organizations across multiple industries. Our services include talent sourcing, screening, and placement for both permanent and contract roles. With a strong commitment to quality, integrity, and career growth, we help employers build high-performing teams while supporting candidates in finding roles that match their skills and ambitions.
Description
- We are seeking an organised, compassionate, and proactive Care Coordinator to join our growing care team.
- The successful candidate will be responsible for coordinating care services, ensuring high-quality care delivery, supporting compliance with regulatory requirements, and maintaining effective communication with service users, families, and care staff.
- The Care Coordinator will play a key role in workforce planning, care package implementation, scheduling, documentation, and operational administration to ensure safe, effective, and person-centred care.
Key Responsibilities
Workforce Planning & Rota Management:
- Prepare and maintain weekly and monthly staff rotas.
- Allocate care staff efficiently based on availability, skills, and service user needs.
- Ensure continuity of care by matching carers appropriately.
- Manage emergency cover and last-minute rota changes.
Competency & Compliance Support:
- Monitor staff training and competency matrices.
- Ensure all care staff remain compliant with mandatory training and certifications.
- Update compliance records on the Care App and internal systems.
- Escalate expiring training or documentation to management.
Care Package Coordination:
- Coordinate the successful mobilisation of new care packages.
- Ensure all required documentation is completed before care commences.
- Support the delivery of a minimum of 24 successfully implemented care packages annually (or organisational target).
Business Development Support:
- Coordinate new service user referrals.
- Support the onboarding of new service users.
- Contribute towards increasing new commissioned care hours.
Care Planning & Reviews:
- Create comprehensive service user profiles.
- Develop, update, and maintain person-centred care plans.
- Conduct scheduled care plan reviews.
- Ensure accurate documentation within the Care App.
Care Scheduling:
- Schedule all service user visits using the electronic Care App.
- Ensure visits are accurately assigned and monitored.
- Resolve scheduling conflicts promptly.
Risk Assessment Management:
- Complete and review risk assessments.
- Ensure all service user records remain current.
- Monitor compliance using the Care App and internal compliance matrix.
Supervision & Appraisal Coordination:
- Schedule staff supervision meetings.
- Coordinate annual appraisals.
- Maintain accurate supervision and appraisal records.
- Monitor completion rates and report outstanding reviews.
Timesheet Administration:
- Review electronic and paper timesheets.
- Verify visit completion and attendance.
- Resolve discrepancies before payroll processing.
- Ensure accurate payment information is submitted.
Variance Reporting:
- Prepare weekly and monthly service user variance reports.
- Monitor commissioned versus delivered care hours.
- Submit variance reports within agreed deadlines.
Client Invoice Administration:
- Generate and maintain accurate client invoices.
- Track invoice status and resolve billing discrepancies.
- Liaise with finance regarding payment issues.
Medication Management:
- Prepare and maintain both electronic and paper Medication Administration Records (MAR Charts).
- Ensure medication documentation complies with regulatory requirements.
- Monitor medication record accuracy.
Service User Relationship Management:
- Maintain positive relationships with service users and their families.
- Obtain regular feedback regarding service quality.
- Record all feedback within the Care App.
- Escalate complaints or safeguarding concerns promptly.
Care Staff Performance Monitoring:
- Monitor individual care staff productivity.
- Produce monthly task and performance reports.
- Support managers in achieving operational performance targets.
Staff Onboarding & Induction:
- Coordinate induction programmes for new care and administrative staff.
- Ensure completion of departmental orientation.
- Maintain onboarding records and compliance documentation.
Person Specification
Essential:
- Previous experience in domiciliary care coordination or healthcare administration.
- Excellent organisational and planning skills.
- Experience using electronic care management systems.
- Strong communication and interpersonal skills.
- Good understanding of care planning and risk assessment.
- Ability to prioritise workload and work under pressure.
- High level of accuracy and attention to detail.
- Competent in Microsoft Office applications.
- Knowledge of safeguarding, medication management, and care compliance.
Skills & Competencies:
- Excellent planning and coordination skills.
- Strong problem-solving ability.
- Customer-focused approach.
- Leadership and team support skills.
- Excellent record-keeping and documentation.
- Ability to work independently and collaboratively.
- Professionalism and confidentiality.
- Time management and multitasking.
- High attention to compliance and quality standards.