The Home administrator role at Kings Lodge combines reception and general administrative responsibilities. The postholder will provide a professional and welcoming first point of contact for residents, relatives, visitors, professionals, contractors and staff.
The postholder will support the safe and efficient running of the service by managing reception, monitoring access to the building, maintaining accurate administrative and financial records and providing administrative support to the Registered Manager and wider management team.
This is not a line management role. The postholder will not be responsible for supervising, appraising or managing the performance of other employees.
JOB PURPOSE
· Provide a professional, welcoming and organised reception service at Kings Lodge.
· Act as the first point of contact for people entering, leaving, telephoning or making general enquiries about the service.
· Monitor access to the building and ensure visitors and contractors follow the appropriate signing-in, identification and security procedures.
- Provide effective administrative support to the Registered Manager and wider management team.
- Maintain accurate records relating to enquiries, admissions, discharges, occupancy and general service administration.
- Maintain accurate financial records for petty cash, credit card transactions, invoices, receipts and other authorised expenditure.
- Support effective communication between residents, relatives, staff, professionals and external organisations.
- Handle personal and confidential information sensitively and in accordance with data protection and information governance requirements.
Summary of Responsibilities
Reception and building access
- Provide a welcoming, polite and professional reception service.
- Greet residents, relatives, visitors, professionals, contractors and prospective residents when they arrive.
- Ensure all visitors and contractors sign in and out of the building using the agreed system.
- Confirm the identity and purpose of visit of people entering the building and contact the appropriate staff member before allowing access to resident areas.
- Issue visitor badges or identification where required.
- Ensure visitors and contractors are informed of relevant fire, health and safety, infection prevention and confidentiality requirements.
- Politely challenge or seek assistance regarding any unauthorised or unidentified person attempting to enter resident or staff areas.
- Monitor the main entrance and reception area and report any security concerns promptly.
- Ensure confidential information, keys, access codes and resident details are not disclosed to unauthorised people.
- Maintain an accurate record of visitors and contractors present in the building to support emergency evacuation procedures.
- Provide the visitor signing-in information to the person coordinating an evacuation when required.
- Keep the reception area clean, tidy, organised and presentable.
Telephone and communication
- Answer incoming telephone calls promptly and professionally.
- Identify the nature and urgency of each call and transfer it to the appropriate person or department.
- Take clear and accurate messages when the relevant person is unavailable.
- Escalate urgent calls or concerns promptly to the nurse in charge, relevant Head of Department or member of the management team.
- Avoid providing clinical information or confidential resident information unless appropriately authorised.
- Monitor shared email inboxes allocated to the role and forward correspondence to the appropriate person.
- Respond to routine enquiries within the boundaries of the role.
- Maintain professional and respectful communication with residents, relatives, staff and external professionals.
- Support residents and relatives to identify the appropriate person to address their enquiry or concern.
- Record concerns or complaints received at reception and pass them promptly to the Registered Manager or relevant manager.
General administration
- Provide day to day administrative support to the Registered Manager and management team.
- Prepare letters, forms, meeting papers, notices, spreadsheets and other documents as requested.
- Complete printing, scanning, photocopying, filing and document management tasks.
- Maintain organised electronic and paper filing systems.
- Ensure documents are stored securely and can be retrieved when required.
- Support the preparation and distribution of meeting agendas, papers and minutes where requested.
- Take accurate meeting notes when allocated, clearly recording decisions, actions, responsible persons and agreed timescales.
- Maintain diaries, appointments, room bookings and meeting schedules as required.
- Receive, sort and distribute incoming post and prepare outgoing post.
- Maintain appropriate levels of stationery, office supplies and reception materials.
- Place authorised orders and maintain accurate order and delivery records.
- Receive deliveries, check the intended recipient and notify the relevant department.
- Ensure confidential documents are disposed of using the approved confidential waste process.
- Maintain current contact details for relevant professionals, suppliers and external organisations.
- Assist with the preparation of information for audits, inspections and quality assurance activities.
- Provide administrative support for staff training records, attendance sheets and certificates when requested.
- Support the preparation of staff identification badges and other authorised employment documents.
Enquiries, referrals and occupancy
- Maintain an accurate record of enquiries, admissions, discharges and current occupancy.
- Respond professionally to initial enquiries from prospective residents, relatives, commissioners and other professionals
- Gather basic information from the enquirer using the agreed enquiry form.
- Forward clinical, funding or placement enquiries to the Registered Manager, Deputy Manager/Clinical Lead or appropriate professional for review.
- Ensure no decision about suitability for admission is made outside the postholder’s authority.
- Arrange visits, tours, assessments or meetings as directed by the Registered Manager.
- Provide approved information about Kings Lodge to prospective residents, relatives and professionals.
- Support the Registered Manager and relevant Heads of Department to coordinate the administrative aspects of admissions and discharges.
- Complete and monitor admission and discharge checklists to ensure required administrative tasks are completed.
- Ensure the relevant departments are informed of planned admissions, discharges, appointments and professional visits.
- Prepare admission packs, resident files, labels and other administrative documentation.
- Ensure information received during the referral and admission process is stored securely and forwarded to the appropriate staff.
- Maintain accurate occupancy information and provide updates to the Registered Manager as requested.
- Identify potential marketing or referral opportunities and communicate these to the Registered Manager.
- Support approved promotional activities, open days, professional visits and service tours.
- Maintain professional contact with referrers, commissioners and other providers where required.
- The postholder will not assess clinical suitability, agree fees, negotiate funding packages or enter into contracts on behalf of Kings Lodge unless specifically authorised.
Financial administration
- Maintain clear and accurate records of authorised financial transactions.
- Administer petty cash in accordance with Kings Lodge financial procedures.
- Ensure petty cash transactions are supported by appropriate receipts, authorisation and a clear audit trail.
- Record authorised expenditure accurately on the relevant paper and electronic systems.
- Monitor and reconcile authorised company credit card transactions against receipts and monthly statements.
- Follow up missing receipts or incomplete transaction information with the relevant cardholder.
- Process invoices, purchase orders, BACS requests, cheque requests and payments received in accordance with agreed procedures.
- Forward financial documents to the appropriate finance contact within the required timescales.
- Support month-end and year-end financial processes by providing accurate records and information when requested.
- Maintain records of resident-related monies or transactions where this forms part of the role and is authorised.
- Report any financial discrepancy, missing receipt, unauthorised transaction or concern immediately to the Registered Manager.
- Provide administrative financial reports and transaction summaries to the Registered Manager when requested.
- Maintain confidentiality and secure storage of all financial records.
- The postholder will not authorise expenditure, agree funding arrangements or make financial commitments outside their delegated authority.
Confidentiality, safeguarding and compliance
- Maintain the confidentiality of residents, relatives and staff at all times.
- Comply with data protection, information governance and records management requirements.
- Confirm the identity and authority of anyone requesting information before sharing it.
- Report suspected data breaches, missing documents or inappropriate access to information immediately.
- Be alert to safeguarding concerns disclosed or observed through reception and administrative duties.
- Report safeguarding concerns immediately to the nurse in charge, safeguarding lead or Registered Manager.
- Do not investigate safeguarding concerns independently unless specifically requested and appropriately supported.
- Follow Kings Lodge policies relating to health and safety, fire safety, infection prevention and control, equality and diversity and confidentiality.
- Attend required training, supervision and appraisal.
- Raise concerns promptly where the safety, dignity or wellbeing of a resident may be affected.
Working with the wider team
- Work collaboratively with the Registered Manager, Deputy Manager/Clinical Lead, Heads of Department, nurses, Team Leaders and other staff.
- Provide administrative support across departments when reasonably required.
- Communicate relevant information promptly while maintaining confidentiality.
- Attend staff or administrative meetings when required.
- Support service improvement projects relevant to reception, administration, communication and the resident journey.
- Contribute to maintaining a positive, organised and professional environment at Kings Lodge.
- Undertake any other reasonable administrative or reception duties requested by the Registered Manager that are consistent with the role.
Job Types: Full-time, Permanent
Pay: £35,000.00-£37,500.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Employee discount
- Free parking
- Life insurance
- On-site parking
- Referral programme
Experience:
- Administrative: 3 years (required)
Licence/Certification:
Work Location: In person
