Job Description: Bookkeeper/Administrator/PA to the Care Home Director – Landona House Ltd
Job Title: Bookkeeper/Administrator/PA
Location: Landona House Ltd
Reports to: Care Home Director
Wages: £16 per hour
Hours: 30 hrs a week
Overview:
Landona House Ltd is seeking a highly organised and proactive Bookkeeper/Administrator/PA to support the Care Home Director in managing the administrative, financial, and personal assistant tasks required to ensure the smooth running of the organisation. This multifaceted role will involve bookkeeping, administrative duties, and direct support to the Director, with a key focus on maintaining the care home’s financial records, handling communications, and providing general organisational support.
Key Responsibilities:
1. Bookkeeping & Financial Management:
o Maintain accurate financial records, including accounts payable and receivable, payroll, and bank reconciliations.
o Process invoices, payments, and receipts, ensuring all transactions are accurately recorded and in compliance with financial regulations.
o Assist in the preparation of monthly financial reports, budgets, and forecasts.
o Manage and maintain financial documentation and records, ensuring they are stored securely and in accordance with company policy.
o Liaise with external accountants and auditors to ensure timely preparation of statutory accounts and financial statements.
o Track and report on cash flow, expenses, and variances in the budget to ensure financial health.
o Support the Director in maintaining an up-to-date overview of the financial performance of the care home.
o Ensure compliance with tax regulations and assist in preparing VAT returns and other required submissions.
2. Administrative Duties:
o Provide comprehensive administrative support to the Care Home Director and management team.
o Manage the Director's diary, arranging meetings, appointments, and travel arrangements as needed.
o Handle correspondence, including emails, letters, and phone calls, ensuring timely responses and filing.
o Prepare and distribute meeting agendas, take minutes, and follow up on action items to ensure tasks are completed efficiently.
o Oversee the maintenance and organisation of the care home's records, both physical and electronic, ensuring all documents are up-to-date and accessible.
o Manage stock levels for office supplies and liaise with suppliers to ensure cost-effective procurement.
o Assist with onboarding new staff, including organising paperwork and ensuring all legal requirements are met (e.g., DBS checks, staff contracts, right-to-work documents).
o Maintain the care home’s database and assist in managing resident records in accordance with data protection regulations.
3. Personal Assistant Duties:
o Act as the first point of contact for the Care Home Director, managing communications on their behalf when appropriate.
o Provide direct support to the Director, including personal tasks such as organising personal schedules and managing external appointments as required.
o Assist with drafting reports, letters, and presentations for the Director.
o Provide confidential support to the Director, ensuring all personal and sensitive information is handled with discretion.
o Support the Director in liaising with stakeholders, such as residents' families, external healthcare professionals, and regulatory bodies.
4. Compliance and Regulatory Support:
o Assist in ensuring the care home complies with all regulatory and legal requirements, particularly in relation to financial and data protection obligations.
o Keep abreast of any regulatory changes and report them to the Director to ensure timely implementation of any necessary adjustments.
o Support the Director in preparing for audits and inspections, ensuring all required documentation is readily available.
Person Specification:
Qualifications:
* AAT qualification or equivalent in bookkeeping/accounting (desirable).
* Previous experience in bookkeeping, administration, or PA roles (essential).
* A good understanding of accounting software such as QuickBooks, Xero, or similar.
* Proficient in Microsoft Office, particularly Excel, Word, and Outlook.
Experience:
* Previous experience working in a care home, healthcare, or a similar environment is desirable but not essential.
* Proven experience in bookkeeping, including maintaining financial records, managing accounts, and producing financial reports.
* Strong organisational and multitasking skills, with the ability to manage multiple priorities efficiently.
* Experience in providing PA support, including diary management, communication handling, and administrative support.
Skills and Competencies:
* Excellent attention to detail and accuracy, particularly in financial tasks.
* Strong interpersonal skills, with the ability to communicate effectively with a wide range of people, including staff, residents, and external stakeholders.
* Highly organised and proactive, with the ability to anticipate the Director’s needs and act accordingly.
* Ability to work independently and take initiative when required, as well as being an effective team player.
* Strong written and verbal communication skills, with the ability to handle sensitive and confidential information with discretion.
* Good problem-solving skills, with the ability to remain calm and professional under pressure.
* Flexibility and adaptability, with a willingness to take on new tasks and responsibilities as they arise.
Key Performance Indicators (KPIs):
* Accuracy and timeliness of financial record-keeping and reporting.
* Efficient management of the Director’s schedule, ensuring no missed appointments or deadlines.
* Effectiveness in managing administrative tasks and ensuring the smooth running of office operations.
* Compliance with all regulatory and financial obligations.
* Positive feedback from the Director and other team members regarding organisational and administrative support.
Benefits:
* Competitive salary.
* Opportunities for professional development and training.
* Flexible working hours.
* Pension scheme.
* A supportive and collaborative working environment.
Job Type: Full-time
Pay: £16.00 per hour
Expected hours: 30 per week
Work Location: Hybrid remote in Peterborough
Expected start date: 23/09/2024
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