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:
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)
