Group Administrations Manager

2 weeks ago

London, Greater London, United Kingdom Future Care Group Full time

Group Administrations Manager

Salary £ plus car allowance

Supporting all 18 homes across different Locations

Job purpose:

To make all homes commercially successful.

We are looking for an experienced senior administrator to lead and mentor our home administrators, predominantly across the South of the UK.

You will be helping to provide effective and professional administrationservices within our homes, streamlining our processes and implementing projects including IT projects.

Working with the most up to date state of the art care home IT technologies.

The main requirements of the Administration Manager are:
To take responsibility for the efficient running, training and improvement of the Group's administrative function.

To offer a high level of best practice support to the Group's Home Administrators to ensure the smooth running of the Group's care homes.

To makesure all required data is provided by the homes accurately and in real time.
To promote the Group's individual caring image in a professional, efficient and polite manner. To support the Homes in meeting and or exceeding their budget by improving reporting and collections.
Understand the regulatory environments and requirements of the CQC and the Home Office.

Principal accountabilities and activities
Review, improve and standardise the administration process with all 18 Care Homes in the Group.
To take responsibility for the effective training and upskilling of the existing and new administrators in the Group. This is envisaged to entail site visits, and follow up on-line training/training via phone etc.
Coach and mentor, the Homes Administrators to support them to achieve their full potential and meet our business needs.
To issue, obtain and review all reports expected from the Group's administrators. Examples of the reports include the weekly occupancy report and enquiries reports.

Review the work of the administrators within homes on a sample basis via visits to the homes for spot checks.

Monitor the Group's databases and make sure all information is provided by the homes in real time and updated in the various systems.

To provide feedback to the administrators on the findings of the visits.
To check and ensure all paperwork in relation to funding is in place. This includes signed contracts, financial assessment forms and costed care plans are all in place.

To review and follow up weekly FNC funding within the care homes, to ensure the funding is being applied for and followed up adequately.

Help with collection issues with the authorities.

Make sure all staff related procedures are in line with regulations: References, DBS, Job offer, contract (signed), interview notes, right to work, professional certifications etc.

To plan and provide a framework for the Group's administrators to ensure all tasks are being completed and monitored.
To periodically review each homes debtor listing and obtain feedback as to old significant debtors. To work with and support the Administrators, Home Managers and the Operations Team to recover debts.

To review and ensure all local staff administration in the homes is being completed correctly - including contracts, new starters/leavers, data entry and maintenance of personal and all staff related files.

To review and audit petty cash/amenity funds/residents cash held at the homes. Full review of the record keeping of these items on a periodic basis.
To safeguard and protect residents if suspected.
Duty to whistleblow if witness bad practice or harm to a resident within the care home.

If needed, to replace a specific home administrator for a certain amount of time - in cases where there will be a vacancy of position or similar issues.


PERSON SPECIFICATION
The post holder must hold the relevant qualifications and or experience.

It is important to have an empathy with the elderly and have effective communication skills with all people involved in the Group.

A confident telephone manner and an ability to promotethe Home is an essential requirement.
The Group operates specialised IT systems including Staff Time & Attendance, residents' Computerised Care System and eLearning/Training logging software.

Following training, effective knowledge and operation of all relevant systems will need to be demonstratedas part of the job requirement.


Qualifications, training, and experience
Must have worked as a Regional Home Administrator in the care home industry.

  • Experience and working knowledge of time and attendance systems preferable.
  • A proven track record in a similar role in a large care home provider and good experience at Home Administrator level will be an advantage.
  • Numeracy skills.
  • You will have managed/supervised a team previously over multisite locations
  • Have a personable approach to be able to mentor and coach the staff within the homes.
  • Ideally you will have some experience of managing projects.
  • Proven organisational skills.

Essentials
**Clear enhanced DBS, a driving licence and the ability to stay away overnight when required.

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