Job Title: Administrator (Thursday and Friday - 14 hours)
Reporting to: Directors / Home Manager
Job Purpose: To be responsible for the smooth running of the administration for the Home.
Skills, Knowledge and qualifications
Required essential skills:
. Good numerical and word processing skills
. Knowledge/experience of MS Word and MS Excel
. Good communication and organisational skills
. Friendly, confident, well-presented, and customer-focused
. Professional telephone manner
. Must be able to work on own initiative
. An appreciation of the need for confidentiality
. Satisfactory Police Check and check against the POVA list (where applicable)
Desired:
. Previous experience in administration
Main Responsibilities
Administration:
1. Maintain accurate and complete records for the Home in line with company policies and procedures, using computer and manual systems. Including recruitment procedure, resident and staff contact information, maintenance schedule, supplier contact information, up to date emergency / contingency plan, training Matrix.
2. Prepare and issue regular management reports within the prescribed timescales such as weekly occupancy schedule, monthly wage information, recharge information etc
3. Process payroll information effectively and within set deadlines.
4. Issue contracts for service users and staff.
5. Maintain and update lists for residents / roll call / resident birthdays / allergies / NOK / doctors.
6. Assist with viewing of rooms and providing relevant information to potential residents.
7. Issue and collate quality assurance (QA) questionnaires for residents, relatives and visiting professionals.
8. Assist with audits eg: health & safety, building risk assessment.
9. Liaise with all suppliers as needed and emergency contractors.
10. Update training matrix, follow up staff to complete training, arrange fire and other training and ensure staff are informed, reminded to attend.
11. Take and prepare meeting minutes and file in appropriate folders.
12. Operate office equipment such as scanning, photocopier and computer as required.
13. Answer the telephone, respond to enquiries / queries from service, and re-direct enquiries in a friendly and efficient manner.
14. Take down relevant information such as contact name and number (for room enquiries or other queries) and ensure follow up.
15. Maintain petty cash system.
Communication:
1. Liaise with directors, managers and all other parties connected with the care home in a professional manner.
Marketing:
1. Actively market the Home and promote a positive personal/professional profile within the local community, ensuring good reputation of the Home at all times.
2. Update CQC and Care Home website with feedback/review and encourage family/visitors to do so.
3. Prepare and display information leaflets and posters, send out brochures etc, as and when required.
General:
1. Ensure that all information of a confidential nature gained in the course of duty is not divulged to third parties.
2. Keep all filing up to date.
3. Back up information on desk top / lap tops to memory stick or hard disk.
4. Notify the Director /Home Manager, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
5. Ensure deadlines are met. The job may require additional hours at times to deal with adhoc work.
6. Assist with organising functions such as Christmas party for residents, outings etc
7. Carry out any other tasks that may be reasonably assigned to you.
This job description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.
Additional
- Administer the post - daily
- Visit GP Surgeries and WGH as required – ad hoc
- Create forms and documents for other home departments as required – ad hoc
- Front of house duties, i.e. answering the front door to all callers – ad hoc
- Resolve any IT issues and enquiries from the Home Manager and nursing staff – ad hoc
- Write staff HR letters, i.e. employment offer, leavers, disciplinary
- Advertise employment vacancies and administer related correspondence
Job Type: Part-time
Benefits:
Work Location: In person
