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Business Administrator

4 weeks ago

Letchworth Garden City Hertfordshire, United Kingdom 5ab Care Full time

Summary: The Business Administrator role at 5ab Care entails diverse responsibilities across finance, home support, administration, business operations, and personal assistance. Key Responsibilities: Business & Office Administration Responsibilities:

  • Manage company insurances including home insurance’s
  • Manage the company car fleet including insurance’s, RAM tracking (camera and tracking installations), sourcing new cars, tracking and arranging MOT’s, services
  • Organise, track and manage yearly home checks e.g. emergency lighting, health and safety, legionella tests
  • Manage the office phone, directing to the appropriate person or taking messages as required
  • Organising meetings and sending out calendar invites to the appropriate people
  • Responsible for head office – such as stationary orders, cleaning, changing bin, emptying shredder
Finance Responsibilities:
  • Managing petty cash
  • Setting up and arranging bank transfers
  • Company card limits
  • Setting up new recruits on DEXT (receipt scanning application)
  • Bank reconciliation
  • Paying for homes gas and electricity bills
Home Support & Administration:
  • To support the homes on a day to day basis with incoming queries via email and phone
  • Managing the 5ab Care Info inbox responding to all queries, responding in a timely manner and ensuring a clear inbox
  • Project Managing the new home set up to Ofsted requirements, this will include but is not limited to; setting up utilities, maintenance, decorating the home, arranging cars, Ofsted requirement checks and tracking these through a project management tool
PA Responsibilities:
  • Manage the two company director's schedule’s as required, including arranging meetings, appointments, and travel logistics
  • Screen phone calls, and other communications for the Directors
  • Prepare agendas, reports, presentations, and other documents for meetings
  • Take meeting minutes and follow up on action items
  • Conduct research and compile information on various topics as requested by the Directors
  • Coordinate and facilitate communication between the Director and internal or external stakeholders
  • Handle confidential and sensitive information with discretion
  • Assist with personal tasks or errands for the director as needed
  • Anticipate the director's needs and proactively address them
  • Serve as a liaison between the Director’s and other departments or employees
  • Maintain organisation and efficiency in the director's office and workflow
Person Specification:
  • Previous experience in a similar administrative or finance role, preferably within a care or a healthcare setting
  • Familiarity with regulatory requirements for care homes, such as those set by Ofsted or a willingness to learn
  • Experience in project management, particularly in setting up new facilities or managing property-related tasks
  • Knowledge of health and safety regulations and procedures, particularly in managing office and property maintenance
  • Familiarity with office management tools and systems for organising meetings, tracking tasks, and managing communications
  • Experience providing personal assistance or executive support to senior management or company directors
  • Flexibility to adapt to changing priorities and deadlines in a fast-paced environment

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