Job Overview
To manage the administrative procedures within the home as directed by the Home Manager promoting the Home and company to potential customers, appropriate authorities and colleagues in a pleasant, caring and professional manner, supporting the Manager to lead the Home in excellence of care.
Must have good organising skills and perform tasks with excellent attention to detail.
Duties
Administration
To ensure that the entrance area creates a positive impression, that it is tidy, welcoming and clean.
To answer the telephone promptly and deal with enquiries in a helpful and efficient manner, being aware of the need to maintain confidentiality at all times regarding staff and residents.
· Liaise and build relationships with relatives, residents, professional service providers and other visitors, but do not get involved with care related issues or clinical decision but report it to management team.
·To undertake any other reasonable task required by the Care Home Manager/Director
To perform secretarial/clerical duties as required by the Home Manager.
To ensure all correspondence received is dealt with in a timely manner.
To ensure that the Home's filing system is maintained accurately and promptly.
To keep any Residents activities updated in the diary on CMS and ensure the team is informed.
·To ensure that when absent from the workplace key individuals are up to date with the location of files, equipment, contact details of relevant people in order to provide a seamless service.
Financial
· Undertake purchase responsibilities, obtaining supplier prices, including ordering of cleaning material, office supplies after weekly stock takes.
· Manage petty cash, resident’s toiletries
· Responsible for Coppermill petty cash and make payments on behave of the company. Petty cash audit must be done once a week with the management team. Also responsible to ensure petty cash balance are checked with the management team before leaving on annual leave.
· Responsible for residents’ personal allowance, request top up for residents’ personal allowance from the family. Handover residents’ allowance and check balance with the management team before leaving on leave. Responsible for planning monthly audit with the management team.
Residents
· To receive all residents/visitors to the Home in a pleasant efficient manner.
· To be able to undertake pre assessments for admission of new residents ensuring the admission process is followed accurately, thoroughly and professionally.
· To administer the process when a resident passes away at the Home (funeral issues, personal belongings, notifications to all relevant parties, etc) or leaves the home.
HR
· Undertake CRB checks on the required renewal dates together with the Company Secretary.
· Order uniforms and name badges via the Company Secretary.
· Ensure and oversee that all new members of the team complete their induction.
· To accurately record and up-date information on personnel record files on CMS.
· Assist with recruitment by ensuring that all pre-employment checks are undertaken and that all prospective employees are fit to work in accordance with CQC regulations and Company policy
General
· Comply with the Company Supervision and Appraisal system.
· Ensure updated mandatory training requirements are met.
· To complete training on Safeguarding of Vulnerable Adults and the Mental Capacity Act taking responsibility for reporting any safeguarding concerns to the Manager
· To be a good communicator and always seek to clarify through effective verbal and written communication.
· To lead by example at all times, demonstrating professionalism and high standards.
· To set and achieve high personal standards and work by example, adhering to safe working practices ensuring that all practice is within Health and Safety at work guidance, report to the manager any potential hazards.
· To ensure any intimate personal details relating to residents or staff are maintained in strict confidence and conform to General Data Protection Rules [GDPR].
· To support the management of the home on a flexible basis.
This job description is subject to regular review and appropriate modification.
Experience
- Previous experience in an administrative role is preferred
- Proficiency in Google Suite (Docs, Sheets, Drive) is essential
- Strong organisational skills with the ability to prioritise tasks effectively
- Excellent verbal and written communication skills
- Ability to work independently as well as part of a team
- A keen eye for detail and a commitment to maintaining high standards of work
If you are passionate about providing exceptional administrative support and thrive in a dynamic environment, we encourage you to apply for this exciting opportunity.
Pay: £14.35 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
