Administrative Assistant / Documentation Manager

Administrative Assistant – Documentation, Staffing and Operations Support Welcome to Vima Vård & Omsorg! Vima Vård & Omsorg is a growing home care company that offers professional care and welfare services with a focus on safety, quality and security. We also have a special focus on promoting and monitoring dental health among our elderly clients. We currently operate in Haninge Municipality and Nynäshamn Municipality, and our ambitions are to continue growing and establishing ourselves in more municipalities in the Stockholm area. Now we are looking for an administrative assistant who wants to be an important part of our continued development. We are looking for someone who is organized, thorough and self-driven and who enjoys having several different administrative areas of responsibility. You will report directly to the CEO and Operations Manager and will become part of a family-like and competent management organization. In your daily work, you will have support from coordinators, assistant operations managers/supervisors and an HR representative. About the Position In the role of administrative assistant, you will have broad responsibility in documentation, administration, staffing and operations support. An important part of the position is ensuring that the company's documentation maintains high quality. You will, among other things: Review and quality assure documentation performed by our employees. Verify that documentation is correct, clear and follows company procedures. Approve documentation and follow up on any deficiencies. Work in various reporting and operations systems. Ensure that administrative tasks are completed and followed up correctly. Staffing and Schedule Planning Another important part of the position is planning and staffing operations. You will, among other things: Plan and create work schedules based on operational needs. Ensure that adequate staffing is in place. Handle short-term absences, sick leave and other staffing changes. Make adjustments to schedules when operational needs change. Communicate with employees regarding work hours and staffing. Work solution-oriented to ensure continuity and quality for our customers. It is therefore important that you are organized, able to handle stress and have the ability to quickly prioritize and find solutions when circumstances change. Other Administrative Tasks The position also involves broad administrative responsibility, such as: Ordering meal boxes. Implementing decisions. Checking key receipts. Ordering hygiene materials and other consumables. Handling various administrative tasks related to operations. Following up that orders and other tasks are completed. Receiving and welcoming visitors. Ensuring that the office is clean and organized. You will have a central role in ensuring that administrative work runs smoothly and that operations has the right conditions to deliver high-quality care. Who Are We Looking For? We are looking for someone who is self-driven, proactive, thorough and solution-oriented. You enjoy structure and administration, but at the same time you are comfortable with work where things can change quickly and where you need to be able to prioritize. To succeed in the role, you need to be: Organized and methodical. Thorough and quality-conscious. Service-oriented and positive. Solution-oriented. Self-driven and take initiative. Flexible and able to handle stress. Comfortable communicating with both employees and management. We place great importance on personal suitability, engagement and motivation. Qualifications We are looking for someone who: Has excellent ability to express yourself in Swedish both verbally and in writing. Is accustomed to writing and expressing yourself professionally in documentation language. Has good computer skills and learns new systems easily. Has experience with administrative tasks. Is accustomed to working in a structured and independent manner. Has the ability to plan, prioritize and follow up on work tasks. Has an interest in staffing and schedule planning. Your previous background can vary. For example, you may have experience from social services, elderly care, home care, the security industry, hotel operations, administration or other activities where structure, service and planning have been central parts of the work. It is a merit if you have experience in staffing, schedule planning, reporting, documentation review or administrative work within elderly care/home care. A driver's license and your own car are merits, but not required. Work Hours: The position is during office hours: Monday–Friday 7:00 AM–3:30 PM. Our offices are located in Haninge and Nynäshamn. There is an opportunity to work from both offices as a variation, but the majority of your working time will be based in Haninge. What Do We Offer? At Vima Vård & Omsorg, you will become an important part of an operation with great ambitions. We actively work with quality, environmental initiatives and social sustainability and want to together create safer and better elderly care. You will have the opportunity to work closely with the company's management and be part of developing our administrative procedures, documentation, staffing and working methods. We are looking for you who wants to create value, quality and structure – and who wants to help shape the future of elderly care together with us. About Vima Vård & Omsorg Vima Vård & Omsorg offers professional care and welfare services with a focus on safe, accessible and secure high-quality care. We have a special focus on dental health for the elderly and actively work to create a holistic approach to our customers' well-being. We currently operate in Haninge Municipality and Nynäshamn Municipality and plan to continue expanding to more municipalities in the Stockholm area. Application We warmly welcome your application! Send your CV and a personal letter to us. We review applications on an ongoing basis and the position may be filled before the final application deadline. Before a job offer is made, an extract from the police criminal record and valid photo identification must be presented. Welcome to Vima Vård & Omsorg – we look forward to hearing from you!

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