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Quick apply
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Office Administrator

Whytecliffe Limited
Hove

Quick apply

Job details

Part-time
£14.02 an hour

Benefits

Annual leave
Company pension

Qualifications

Supplier ordering
Microsoft Word
Staff recruitment procedures (Human resources)
Sage
Stock ordering
Spreadsheets
Writing skills
GCSE
Payroll administration
Administrative support experience
Filing
English
Microsoft Office Suite
Administrative experience
Accounting
Human resources
Data entry
Recruiting
Organisational skills
Contracts
Payroll
Front desk
DBS check processing
NVQ
Typing
Stock replenishment
Cash handling
Communication skills
New starter paperwork completion for onboarding
Time management
NMC
Rota coordination

Full job description

JOB DESCRIPTION

Administrator We are unable to offer sponsorship for this role

Reporting to:

Registered Manager/s / Finance Director

Job Purpose:

Provide administrative support to the Nursing Home on behalf of the Company which includes reception duties, general administration, invoicing and personnel duties

Main Responsibilities:

Resident Administration

Assist the Finance Director with accounts, invoicing, contract, fees
Register new residents, liaise with appropriate agencies and complete relevant documentation including new resident forms, amendment forms, monthly changes and circulate internally and externally as required using a secure format etc
Assist the Registered Manager/s with day to day communication by liaising internally with the senior management team, all levels/grades of staff, the residents and their families, and externally with Social Services, CQC, BHCC, other councils, PCTs and other members of the MDT
Liaise with external services such as chiropodists, dentists, opticians and hairdressers with support from the Registered Manager/s
Process documentation which supports residents changing needs, which may include DOLs applications and renewals, funding applications etc
Assist the Registered Manager/s with new resident enquiries, responding to vacancy enquiries and management of waiting lists
Complete Audits of residents money with the Registered Manager/s on a bi-monthly basis

Household Administration

Support the Registered Manager/s to notify Care Matching of room vacancies (daily when occupancy is below 100%)
Handle all queries concerning the Nursing Home with the assistance from Registered Manager/s
Feedback to the Finance Director regarding delivery notes, petty cash and all other invoicing
Process Petty Cash once per month and send to Finance Director
Liaise with maintenance staff and update request book
Support all staff via general administration (i.e. printing) etc

Human Resources Administration

Support the Registered Manager/s with staff rotas, annual leave applications and staff ‘off duty’ requests
Maintain all personnel records and monitor all sickness absence
Update NMDS with staff training details/new staff/leavers etc
Prepare payroll production, timesheets and maintain accurate records of this process
Assist Registered Manager with employment including placing job adverts, sending out application forms and job descriptions to prospective applicants
Check all ID(identification) for new employers, process DBS applications, apply for work related references, process PIN No renewals via the NMC and support the Registered Manager/s with work related visas & appropriate employment documentation
Update Spreadsheet for Agency Use and submit quarterly to the Directors

General Administration

Assist with all general correspondence via the phone and/or in writing/ by email
Filing of all correspondence
Assist the Registered Manager/s with Compliance Audits and Monitoring
Ordering of stock items/stationary/uniforms and other provisions as instructed by Finance Director/Registered Manager according to company policy
Report all suspected and actual incidents in according with the Organisation’s Whistle Blowing policy
Attend all mandatory training as per organisational policy, including other training as requested
Other duties as required at the direction of the Registered Manager/Senior Management Team
Maintain confidentiality at all times in line with DPA/GDPR and other relevant regulations, both in and out of work

Skills

Must be able to speak good English and have effective verbal and written communication skills
Good IT and keyboard skills, either RSAI or by experience
Excellent organisational and time management skills
Enthusiasm for the Company
Must be able to act in a professional manner and be a good team player
Ability to interact effectively with personnel at all levels

Contacts:

Residents, their families and friends, other staff members, senior management team, BHCC, PCT members and CQC representatives

Free to Act:

Use initiative in main responsibilities

This job description is subject to Organisational changes and demands.

PERSON SPECIFICATION

Administrator

Key Skills and Abilities

Essential

Desirable

Excellent IT and keyboard skills
Good communication skills, both verbal and written
Good telephone skills
Excellent organisational skills
Ability to interact with Managers and personnel at all levels
Experience of handling invoicing/accounts and petty cash
Experience of reception duties
Experience of stock ordering
Able to work as a member of a team
Respect confidentiality, dignity and privacy of residents & staff
Previous experience within an administrator role
Previous experience as a receptionist

Education and Qualifications

Essential

Desirable

Qualified by experience in the role of administrator/receptionist
RSAI Qualification
NVQ L2 in Business Administration
Knowledge of Microsoft Word/Office
Knowledge of Excel

Knowledge

Essential

Desirable

Understanding of equal opportunities
Able to assist Finances Director with wage preparation
Calculation of wages via timesheets
Knowledge of basic human resources
Knowledge of SAGE

Experience

Essential

Desirable

Previous roles in dealing with the general public
Previous roles in an adult care either NHS or private

Personal Attributes

Essential

Desirable

Able to communicate with people of varying ages and differing backgrounds
Reliable with a keen sense of responsibility
A positive attitude to problem-solving and changing circumstances
A sense of humour

Job location:

Whytecliffe Ltd

Job Type: Part-time

Pay: £14.02 per hour

Benefits:

Company pension

Ability to commute/relocate:

Hove BN3 5DB: reliably commute or plan to relocate before starting work (required)

Education:

GCSE or equivalent (preferred)

Experience:

Administrator: 1 year (preferred)

Work Location: In person

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