Getting Started with a Directly Contracted Administrator:
Many Case Managers find that employing a Directly Contracted Administrator helps them to get a better work life balance and potentially earn more by working efficiently within their own business.
Typically administrators would log emails as filenotes in Qunote for you, help with administrative tasks such as tailoring templates, third party due diligence checks or researching equipment/products or services. They would not typically have direct contact with your client or their support workers.
You would want to have a contract in place and negotiate the hourly rate between you. See below for further information.
Contact Details:
Please let the Operations Team know the contact details of your directly contracted admin support (i.e. their name, phone number and email address).
Contract:
Here is a contract template to adapt for your requirements for the work you want the administrator to undertake: 3HUB Contractor Service Contract v1.0 (uploaded 13/06/2024).
Set Up Fees:
The fees to do the tech set up and induction and the ongoing Qunote and Google Workspace license fees are listed on the members area page here.
Recouping Your Costs
Most admins are logging emails for the CMs, simply following the CMs charging policy about the amount of time to charge. The charge for that would be at the CM rate as the administrator is just logging the work done by the CM. Depending on what the administrator is doing for other tasks (that are not done by the CM), the hubber will want to decide how to recoup the cost according to what the task is.
Most hubbers absorb the cost of their administrator within their business rather than charging specifically to the client - perhaps, for example, recouping the cost via a regular filenote at the CM rate for general administration work as maybe, say, 2 hours a month. The charge "CM Admin" is intended for admin work done by the CM and the "Admin (Client Work)" charge is intended for work done by an administrator which is directly for the client (such as being engaged to support the client in a charity fundraising event they wish to put on). You may choose to use the "CM Admin" or "Admin (Client Work)" to charge your clients specifically for the work your admin has done for you. The rates for these are listed on the fees page here.
Any option is fine, noting that administrators usually work on all the case managers caseload – it is up to the CM to decide whether the administrator puts such charges to recoup their costs onto a filenote or the CM does. If you wish to discuss this further then please speak with your keyworker.
DBS Checks:
Usually an administrator would need a Basic DBS as they are not interacting directly with clients - you decide what DBS level of check is appropriate depending on the work you want them to do for you. 3HUB will recoup the cost of this through your 3HUB remittance at the end of the month. Whether the Case Manager or the Directly Contracted Administrator pays for this will need to be discussed and decided between you when making the application. They can apply by following your company's DBS instructions (template available on the members area - please note that the update service isn't relevant for a basic DBS check) https://members.
ICO:
An administrator for a CM would also typically need to register with the ICO - they can do that via this link: https://ico.org.uk/for-organisations/data-protection-fee.
Using Your Own Device (UYOD):
Please use the third party "Using Your Own Device" template to confirm with the Directly Contracted Administrator that they are working appropriately to your Data Protection Policy. The template can be found here.
Emails and Delegated Access:
Please confirm what you would like the Administrator's email address to be, typically this could be "admin@yourcasemanagementcompany.co.uk". We set up their email signature to reflect your company's and 3HUB's logos so it all looks nice and professional.
Please also confirm what you want the Administrator's bcc Qunote email address to be. Once set up, this Qunote bcc email can't be changed and the bit of the email address that we can modify is the bit before the ".threehub@qunote3.net". For example it could be: "adminyourcompanyname.threehub@
We can also set up delegated access for them to access your emails directly, if you want this set up between you (most Hubbers do have this set up) then please let the Operations Team know. It's usually simplest if you both join a virtual meeting with the Operations Team when we do the tech set up for the Admin's account. Here's a short video about delegated access in Gmail (24 seconds into the video is probably the best starting point since Admins won't usually send emails on the CM's behalf): https://www.youtube.
Members Area:
If you want your Administrator to have a 3HUB Members Area login please let us know and we will set this up for you (Admins usually need this if they are helping to tailor the templates for your business). We will ask them to complete a Using Your Own Device document in relation to 3HUB Ltd to recognise the importance of protecting the intellectual property of the community.
