Administrator

4 months ago

Holywood, United Kingdom Bell Recruitment Full time

Job Title: Administrator

Directorate: Care & Support Directorate

Responsible to: Scheme / Care Services Manager

Job Purpose: Provide a confidential secretarial service to the Housing with Care Manager and provide an administrative support service.

Principle duties and responsibilities Working within a RQIA regulated environment to support the Housing with Care Manger to provide a secretarial and administrative support service that includes the efficient and effective maintenance of all routine and non-routine administration procedures, including maintaining accurate records in respect of residents including financial record keeping.

1.0 Best Practice 1.1 Make suggestions that will improve performance, customer service and promote value for money. 1.2 Contribute to the effective delivery of a Quality service through the proper implementation of policies and procedures. 1.3 Assist the team to ensure the overall efficiency of the Scheme by positively promoting all aspects of the service. 1.4 Handle confidential and commercial information with discretion and in accordance with Data Protection principles.

2.0 Administration 2.1 Provide a confidential administrative service to the Manager and support to the team, including answering phones, dealing with queries, filing, incoming and outgoing mail, arranging and organising meetings and receiving visitors, taking minutes of meetings and preparing confidential reports. 2.2 Produce progress charts, spreadsheets, statistical returns, information packs, and publicity material as directed. 2.3 Participate in call handling, system input, job logging and providing information in a timely manner to the management team. 2.4 Maintain accurate records for residents/tenants and employees including attendance and absence records and advise managers accordingly. 2.5 Create and maintain databases including the waiting lists, works order procedures, staff records, meeting minutes, and keep all systems relating to the Scheme updated and be able to produce same for internal and external audits e.g. RQIA. 2.6 Maintain stationery / stock levels and carry out stock checks and order as required. 2.7 Maintain contractor’s insurance, reference enquiry and tax exemption files. 2.8 Process and order requisitions for Activities Committee and assume overall responsibility for completion of such requisition tasks. Administrator HWC Scheme Page 2 of 6 Oct 2019

3.0 Finance 3.1 Maintain accurate records of monies/donations received, residents/tenants personal allowances, staff tea money, etc. 3.2 Process petty cash transactions and complete monthly returns to Finance. 3.3 Monitor cash held by each resident/tenant twice weekly and reconcile all pocket money held in the scheme using Excel 3.4 Ensure all invoices are forwarded to head office and liaise with colleagues to resolve any outstanding queries. 3.5 Prepare routine banking transactions, maintain records of transactions carried out on residents/tenants bank account and ensure a clear audit trail, use the internet banking system and reconcile residents/tenants bank account each month. 3.6 Ensure all invoices are forwarded to head office for payment and resolve any outstanding queries. 3.7 Process timesheets and calculate overtime costs for manager approval and forwarding to Finance for processing.

4.0 Customer Services 4.1 Maintain good relationships internally and externally with partners, including health professionals, suppliers, auditors, inspectors and engineers and be the first point of contact. 4.2 Assist with the production of annual reports, quarterly newsletters, publicity materials, events and fundraising activities. 4.3 Research and book, as agreed, outings and activities for tenants such as shows, concerts, holidays for tenants. This will include researching venues, transport to and from, accommodation and transport; and arrange payment, receipting and documenting same in line with procedures. 4.4 Design and develop user friendly forms and templates e.g. stock checks templates. 4.5 Plan training courses for the team for the year ahead, ensuring you and the team remain compliant and attend mandatory training in line with RQIA standards.

5.0 General 5.1 Undertake activities, where appropriate, representing the Association in a respectful and mutually supportive manner to external groups or the general public. 5.2 Conduct all activities in a manner which is safe to yourself and others acting at all times in accordance with the Health and Safety Policy. 5.3 Employees represent the Association and should attend work neat, tidy and clean in appearance which includes their work area/clear desk in line with the Code of Conduct and Health and Safety policy. 5.4 Undertake other delegated duties appropriate to the scope and function of the grade of post including cover duties during periods of absence e.g. sickness, annual leave. 5.5

Administrator HWC Scheme Page 3 of 6 Oct 2019 All employees have a personal responsibility, in li

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