Brief Job Description
Support the Provider and Manager in the smooth running of the Nursing Home and be part of the “Face” of Witnesham Nursing Home. Be involved and assist in the management of all aspects of the day to day running of the Nursing Home.
General Responsibilities
1. Manage resident’s affairs including cash accounts, arranging hospital appoints visits including booking of hospital transport.
2. Manage emails and phone calls throughout the day. Answer/reply in a timely fashion filtering messages and calls for manager.
3. Manage Home, Manager and Nurses efficiently, reminding appropriate members of staff of appointments in Diary for day & week ahead.
4. Promote communication within the Home by ensuring huddles occur, huddle notes are recorded and filed, handover records are adequately completed and maintained.
5. Assist in the handling of any complaints, concerns or queries including initial recording and the progressing to completion.
6. Invoice residents’ fees, issue standing orders and keep up to date invoicing records.
7. Record income and expenditure and raise supplier invoice payments using online banking and email details to provider for authorisation.
8. Daily bank online reconciliation checking correct invoice payments have been made/received.
9. Produce monthly financial reports e.g. bank reconciliation.
10. Finalise/check wage schedules and liaise with accountants who process the wages.
11. Ensure all admission enquiries are transposed in register and all contact details taken.
12. Check daily routines for the home are undertaken and check records completed.
13. Safety crosses – check daily and complete analysis. Discuss with Manager.
14. Maintain personnel records and draft staff contracts including return to work and annual leave records. Update Mentor system as required.
15. Manage stationery / staff uniforms and office consumables ensuring that there are sufficient stocks of forms, charts and stationary items.
16. Photocopying, correspondence, record-keeping, filing.
17. Support for and liaise with nursing home and owner.
18. Support various levels of management in the completion and organising of quarterly supervision’s, annual appraisals, various weekly & monthly audits and feedback forms. Complete own allocated audits.
19. Manage daily to-do lists completing with priority and non-priority tasks including Daily Walk Throughs on specific proforma, 1-2-1’s with Manager / Provider.
20. Check premises for tidiness/maintenance issues address immediately or refer as appropriate.
21. Arrange and book entertainment in conjunction with activities coordinator and friend of Witnesham.
22. Support Carers when short staffed.
23. Liaise and assist Housekeeping with management of Laundry/Laundry items including the ordering from Linen Supplier.
24. Any other finance / admin duties as required and as and when developed.
Administrative Responsibilities
1. Support Provider and manager with the smooth running of the back office and administrative function of the business.
2. Ensure residents fees are paid by various payment methods.
3. Chase outstanding fees and SCC / FNC payments via phone calls/ letters/ emails.
4. Liaise with home re issuing contracts for residents.
5. Ordering stationery for Home as requested.
6. Filing.
Financial Responsibilities
1. Raise weekly invoices for residents & Issue Standing Orders.
2. Raise concerns with payment issues from council or relatives to provider using the SCC Provider Portal / email.
3. Produce Blank & Check completed wages spreadsheet for/by Manager(HB/KH).
4. Support provider and manager in chasing arrears from the council and residents.
5. Produce monthly report for funded nursing care (from NHS figures received).
6. Produce 4 weekly report for Suffolk County Council payments (from SCC figures).
7. Produce monthly reconciliation report of payments received into bank accounts.
8. Produce Residents Weekly Summary report to provider/manager identifying outstanding residents’ fees update with admissions and discharges as appropriate.
9. Raise online bank payments for authorisation.
10. Record payments and receipts, and reconcile to bank statements each month.
11. Monitor Resident Fund and Staff Fund ensuring correct payments are credited/debited.
12. Ensure any payments into WNH Bank Account for residents’ personal funds and withdrawn and sent to the WNH.
13. Weekly finance phone update/discussion with Provider/Manager.
Staff & Payroll Responsibilities
1. Produce monthly excel wages sheet for completion by HB/KH.
2. Ensure all new starter forms are sent to Modina in time for payroll.
3. Check payroll & Deal with payroll queries.
4. Send payroll to Modina (Accountant) every month according to the payroll schedule.
5. Issue staff contracts.
6. Order staff uniforms and badges.
7. Maternity/Paternity claims.
Skill Set
1. Organised.
2. Ability to juggle different tasks.
3. Methodical.
4. Attention to detail and high level of accuracy.
5. High level of IT skills: particularly proficiency in Microsoft Excel (including basic formulas) / Word / Email.
6. Communication skills both in email and via telephone.
7. Flexible – some days work longer hours than others depending on work load.
8. Ability to work as part of a team and take direction accurately.
Job Type: Full-time
Pay: £27,000.00 per year
Benefits:
* Company pension
* Discounted or free food
* On-site parking
* Referral programme
Schedule:
* Day shift
* Monday to Friday
Work Location: In person
Application deadline: 17/01/2025
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