Administrator for Greenhill Park Residential Care Home
Job Summary
To manage the administrative procedures within the home as directed by the Home Manager and to provide reception cover, promoting the Home and company to potential customers, appropriate authorities, and colleagues in a pleasant, caring, and professional manner.
Key Responsibilities
1. Administration
1. To receive all residents/visitors to the Home in a pleasant efficient manner, ensuring that the E-Reception is completed and the appropriate person is notified of their arrival.
2. To ensure that the reception area creates a positive first-class impression, that it is tidy, welcoming, and clean with up-to-date information available.
3. To answer the telephone promptly and deal with enquiries in a helpful, courteous, and welcoming manner, maintaining confidentiality at all times regarding staff and residents.
4. Liaise and build relationships with relatives, residents, professional service providers, and other visitors.
5. Comfort relatives at times of distress ensuring that they receive privacy and empathy.
6. Undertake the position of appointee for residents without a living next of kin or any other person willing to accept the responsibility.
7. To perform secretarial/clerical duties as required by the Home Manager and Director.
8. To ensure all correspondence received is date stamped and receives prompt attention.
9. To ensure that the Home's filing system is maintained accurately and promptly.
10. To ensure that when absent from the workplace, key individuals are up to date with the location of files, equipment, and contact details of relevant people/agencies in order to provide a seamless service.
11. To provide administrative and clerical support and other support as may be requested from time to time by the Home Manager and other Senior Personnel.
2. Financial
1. Undertake purchase ledger responsibilities including ordering of stock, reconciliation of delivery notes, and management of invoices to be paid by Director.
2. Manage petty cash and resident’s pocket monies accounts.
3. HR
1. Maintain training records for both mandatory and regulatory requirements.
2. Undertake checks on Visa expiry dates and DBS checks.
3. Order uniforms and badges where they are in use.
4. Advise employees on HR policy or where to find information.
5. Understand the benefits associated with working at Greenhill Park and be able to explain them to new members of the team.
6. Ensure that all new members of the team complete their induction.
7. Ensure that all end of probation interviews are carried out, paperwork is completed, and records updated.
8. To accurately record and update information on personnel record files.
4. Recruitment
1. To assist the Home Manager with the recruitment of staff, ensuring that the process is followed accurately and takes into account relevant legislative requirements with regard to discrimination.
2. Ensure that all pre-employment checks are undertaken and that all prospective employees are fit to work in accordance with CQC regulations and Company policy.
5. Payroll
1. To effectively manage all people data using the company’s business systems.
2. This will include but not be limited to:
1. Regular and timely maintenance of all employees' personal data including change of name, address, bank account information, variations to contractual terms and conditions, changes to rates of pay, and alterations in contractual hours.
2. Assist Home Manager to ensure that all absences are maintained accurately including holiday, sickness, and unauthorized absence on our Online Rota System.
3. Assist Home Manager to ensure that all employees’ timesheets are accurate, signed off by the Home Manager, and hours reflected on the Online Rota System.
6. General
1. Comply with the Company Appraisal system and attend an appraisal every year.
2. Ensure updated mandatory training requirements are met.
Qualifications
1. GCSEs (or equivalent) including English and Maths.
2. Experience in Administration in a process-driven environment.
3. Experience using an HR or payroll or finance system.
4. Familiarity with recruitment and selection procedures.
5. Proficient in using Core Microsoft Office applications.
6. Understanding of income and expenditure processes.
7. Experience of working in a nursing and residential care environment in an administrative capacity.
8. Experience of a shift-driven hourly payroll.
Technical Skills
1. Excellent communication skills both written and verbal.
2. Possesses good numerical skills.
3. Good systems knowledge and skills.
4. Excellent organisational skills and methodical approach.
5. Advanced customer service skills.
6. Good time management and planning skills.
7. Attention to detail and accuracy.
8. Knowledge of CQC requirements with regard to the registration of a nursing/residential care home (desirable but not a requirement).
Personal Qualities
1. Keen to learn and improve own performance.
2. Committed to communicate with customers to understand their needs.
3. Will go the extra mile to help fulfil customers’ needs.
4. Has a ‘can-do’ attitude to work.
5. Ability to work unsupervised and maintain professional standards.
6. Personable, professional, and approachable manner.
7. Smart appearance.
8. Will respect confidentiality.
9. Flexible and adaptable.
Work Schedule
30 hours per week, Monday - Friday, 9.30 am - 3.30 pm.
Job Type: Part-time
Pay: £14.00 per hour
Expected hours: 30 per week
Benefits:
* Free parking
* On-site parking
Work Location: In person
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