You will be dealing with all aspects of administration for the home, including payroll timesheets, resident admission/discharge processes, recruitment / advertising and some HR, staff training records.
You’ll need to enjoy working with people, you will most likely be the first point of contact for staff, visitors and internal support colleagues; we’ll expect you to be friendly, professional and efficient.
As well as providing great administrative support to the home manager you’ll be part of the leadership team working together to ensure the home runs smoothly. You’ll receive excellent support from your colleagues and home manager.
Must have excellent organising skills along with:
IMAC literacy ( not pc's)
· Excellent keyboard skills. Excellent IT skills including online task. MS Office, MS PowerPoint, Word, Excel, Access, Outlook
· Research skills both on and off-line
· Using industry specific databases – inputting information accurately and reporting for statistics
· Creating spreadsheets and databases for recording and reporting for training of staff, residents admissions/ discharges,
· Copying , printing and assisting with duty rota weekly
· Completing Disclosure Scotland forms, checking NMC & SSSC
· Diary management for manager
· Advertising staff roles and arranging interviews, maintain staff records
- Administer :Employment Procedures
· Covid-19 LFT & PCR checking/updating emails out of hours
· Creating eMAR records & digital care
· Organising HR contracts and maintaining staff files
· Resident personal files and organising and ensuring data is secure and not breaching GDPR
· Weekly payroll and creating staffing stats, time sheets
· Arranging training, staff supervisions, staff meetings
· Maintaining expenses records for directors and team
· Handling and overseeing petty cash
· Health and safety – conducting workplace and workstation risk assessments and managing forms
· Servicing meetings –invitations, circulation of papers, minute taking etc
· Working to tight deadlines and targets on own initiative and as part of a wider team
· Arranging all staff training and maintaining records. Arrange in house training dates and contact staff as necessary, book courses
· Reception and switchboard - directing calls and visitors and dealing with enquiries
· Liaison with all levels of staff and external organisations
· Liasing with HR by instruction of home manager or directors
· Problem solving and decision making whilst working under pressure
· Phones calls
· Order & record: taxis, supplies (for all the home- amazon, healthcare, food, stationary, etc)
· Arrange monthly entertainment, including poster creations and passing payment details to finance
· Monitor (create and amend) & photocopy/print supplies of forms for nurses/carers, brochures
· Social Media – to upload and maintain the facebook page & website info (jobs & bed vacancies)
· Type letters / notices, newsletters, take notes in staff meetings / minutes, etc
Monthly:
Check SSSC, NMC, training records
Record Resident Sundries book
Record personal items (soap, toiletries, etc) & order
Order medical & cleaning supplies in consultation with nursing domestic staff
Monitor & order stationary supplies
Order Uniforms for new staff & existing staff if needed
To be aware of and observe all rules relating to Health and Safety within the home and change with Public health as required
To participate in relevant training and organise online training
Must have 10 years experience.
Pay: £15.00 per hour
Work Location: In person
