Care Bureau Admin – Armagh.

Hours: Full-time, 37.5 hours per week
Working Pattern: Monday – Friday, 9am – 5pm
Rate: £12.75 per hour
Contract: Temporary – Immediate Start

Job Summary

An excellent opportunity has arisen for a Care Bureau Admin to provide high‑quality administrative and coordination support within a busy service environment. The postholder will work with referral systems, manage data, liaise with providers, and ensure accurate and timely processing of documentation and service arrangements.

Key Duties / Responsibilities

The postholder will:

1. Maintain and update data on the computerised system (eBrokerage), ensuring accuracy and completeness, and liaising with the Commissioner and Care Bureau Band 4 as required.
2. Triage new cases from Encompass before passing them to Band 4 staff for processing to eBrokerage.
3. Prioritise referrals in line with agreed protocols.
4. Process referrals appropriately, including:
   • Contacting stipulated providers to confirm availability of service packages.
   • Discussing and arranging changes or enhancements to existing packages in line with service provision and service user wishes.
   • Requesting new packages, considering availability of in‑house provision first.
5. Source providers using standard documentation, following agreed rota systems, service protocols, and required response times.
6. Input offers for clients received via Band 4 into Encompass.
7. Confirm arrangements for service provision with commissioners and providers via electronic systems and telephone.
8. Escalate issues of concern (e.g., provider non‑compliance) to the Line Manager for monitoring and review.
9. Escalate eBrokerage or Encompass system errors to the Line Manager.
10. Receive, check and verify invoices against the Encompass system, following established protocols.
11. Liaise with providers to resolve invoice queries or discrepancies, including raising credit notes and amending invoices before forwarding to BSO for payment.
12. Produce regular and ad‑hoc reports from Encompass, including data on usage, expenditure, and discrepancies, for internal and external use.
13. Maintain and update Outstanding Cases, issuing daily updates to providers and escalating issues as required.
14. Ensure all documentation is processed accurately and promptly, in accordance with service standards and protocols.
15. Maintain an efficient filing system for all documentation to support office operations.
16. Deal courteously and professionally with all incoming telephone calls.
17. Carry out word‑processing of reports, letters and general correspondence.
18. Undertake general clerical duties such as filing and photocopying.
19. Continuously work to enhance quality, standards and procedures within areas of responsibility, supporting ongoing service improvement.

    Essential Criteria

Option 1:

• 4 GCSEs at Grades A–C (including English Language) or equivalent/higher qualification
  AND
• At least 1 year’s experience in a clerical/administrative role

OR

Option 2:

• At least 2 years’ experience in a clerical/administrative role

All applicants must have experience using Microsoft Word