The Administrator/Front of House is the first point of contact for residents, relatives, visitors, professionals and colleagues, creating a welcoming and professional environment while providing efficient administrative support to ensure the smooth day-to-day operation of the care home.
The role is responsible for delivering high-quality reception services, maintaining accurate records, supporting recruitment and onboarding activities, assisting with resident administration and ensuring office systems operate effectively in accordance with company policies and CQC requirements.
Key Responsibilities
Meet & Greet
- Welcome all visitors in a professional, friendly and compassionate manner.
- Act as the first point of contact for residents, relatives, healthcare professionals, contractors and members of the public.
- Answer incoming telephone calls promptly and professionally, directing enquiries appropriately.
- Manage incoming emails and correspondence.
- Escort visitors within the home when required
- Provide a warm, supportive and understanding service, particularly for families of people living with dementia.
- Greet new residents and their families, helping them settle into the home.
Resident Administration
- Maintain accurate resident records in both electronic and paper systems as requested.
- Order resident consumables as requested.
- Coordinate appointments with external healthcare professionals including hairdressers, dentists and chiropodists as requested.
- Arrange resident transport and complete escort documentation.
- Support residents with personal purchases where required.
- Update resident photographs on electronic care systems. Carry out viewings and show rounds for prospective residents in the absence of the Home Manager or Deputy Manager, or when requested.
Administrative Support
- Manage daily administrative tasks within the home.
- File, archive and maintain documentation in accordance with GDPR and company procedures.
- Print, copy, scan and laminate documents and notices.
- Maintain office filing systems and ensure records remain accurate and organised.
- Order staff uniforms.
- Maintain office supplies and equipment, ensuring adequate stock levels.
- Organise deliveries to the home.
- Attend daily operational flash meetings.
- Take accurate minutes at staff meetings, resident and relative meetings, investigations and other meetings as required.
- Assist with the management of the home's safe in accordance with company procedures.· Support the wider care team with administrative tasks when needed.
Recruitment and Onboarding
With support from the People team and Home Manager:
- Support recruitment administration and onboarding processes.
- Prepare recruitment documentation.
- Arrange interviews and take interview notes when required.
- Send employment reference requests and follow up outstanding references.
- Carry out DBS administration and checks in line with company procedures.
- Organise documentation for new starters.
Communication
- Maintain positive working relationships with residents, relatives, colleagues and external agencies.
- Communicate effectively with all departments to support the efficient running of the home.
- Escalate concerns promptly to the appropriate manager.
General Responsibilities
- Maintain confidentiality at all times.
- Comply with GDPR, Data Protection legislation and company policies.
- Work in accordance with CQC Fundamental Standards and all relevant legislation.
- Maintain professional standards of appearance and behaviour.
- Participate in mandatory training and continuous professional development.
- Promote equality, diversity and inclusion.
- Work flexibly to meet the needs of the service.
- Undertake any other reasonable duties appropriate to the role as requested by management.
Person Specification:
Essential
- Previous administration or reception experience.
- Excellent communication and interpersonal skills.
- Strong organisational skills with excellent attention to detail.
- Competent in Microsoft Office and electronic record systems.
- Ability to prioritise workload and work under pressure.
- Professional, caring and compassionate manner.
- Ability to maintain confidentiality.
- Excellent written and verbal English.
Desirable
- Previous experience within a care home, healthcare or regulated environment.
- Knowledge of CQC standards.
- Experience using electronic care management systems.
- Experience supporting recruitment and onboarding.
- Understanding of GDPR and confidentiality requirements.
- Experience working with people living with dementia.
Key Competencies
- Excellent customer service
- Compassion and empathy
- Professionalism
- Organisation and planning
- Communication
- Teamwork
- Accuracy and attention to detail
- Initiative
- Confidentiality
- Problem solving
Pay: £14.00 per hour
Work Location: In person
