Operations Administrator

4 months ago

Nottingham, United Kingdom Prime Nurture Services Ltd Full time

**Operations Administrator - Job Specification**

At Prime Nurture Services we are committed to achieving the best possible outcomes for our children. This is our primary aim, in creating a warm, nurturing environment that supports the safety, growth and development of the children in our care.

Our caregiving is influenced by the PACE model underpinned by Dyadic Developmental Psychotherapy: Dyadic Developmental Psychotherapy (DDP) is an integrative method of psychotherapy that was developed in the 1990’s for the treatment of children and young people who manifested psychological problems associated with complex trauma and who failed to establish secure patterns of attachment.

Our commissioned therapeutic partnership with Enabling Hope supports the development of our children and staff teams through direct works and consultations.

**Purpose**

To act as a point of communication between the Care Home Teams, Directors, Managers and external parties.

To ensure administrative and clerical duties within the organisation are carried out within the company’s guidelines and policies.

Provide an efficient administration service and support the work of the Directors and Managers to enable the organisation to deliver its mission statement.

To ensure the day-to-day activities of the organisation are carried out accordingly.

The Operations Administrator will work Monday - Friday and will be based at the head office on Nottingham Road but may be required to travel to the residential homes as needed.

**Accountable to**:
The Operations Administrator is directly accountable to the Operations Manager.

**Responsibilities in Finance**:

- Treat all information confidentially relating to financial matters both internally and externally
- Reconcile income and expenditure between the bank statement and Xero and update cashflow forecast. Identify any discrepancies or errors immediately to the Operations Manager/Managing Director
- Raise invoices and purchase orders as required and chase up payments for outstanding invoices where monies are owed
- In conjunction with the Operations Manager ensure any bills are added to Xero and paid in a timely manner
- Liaise with external companies as a representative of the organisation

**Responsibilities in HR**:

- Ensure that employee confidentiality is adhered to
- Complete new starter process eg. completing DBS checks, preparing of contractual documents,
- Complete leaver processes as required
- Efficient and timely administration of employee records
- Supporting annual checks and audit of HR files and employment documentation including the organisation of 3,6 month and annual reviews
- Support Managers with the training matrix and monitoring
- Assist the Managers with employee relation matters eg. organising meetings, taking meeting notes
- Support Managers with the performance management of staff and work with them to ensure that staff achieve their potential

**General Responsibilities**:

- Answer the telephone and deal with enquiries on behalf of the organisation
- Support the Directors and Managers with general administration tasks as required eg. ordering of office supplies, scanning documents
- Organise meeting room hire
- Provide support during periods of Operation Manager/Managing Director’s annual leave

This is not intended to be an exhaustive list of responsibilities. It is expected that the successful applicant will participate in a wide range of activities.

**Conditions of Service Contract**:

- Working pattern is 40 hours per week Monday - Friday.
- Salary is £22,000 - £25,000 per annum dependant on experience.
- Annual leave is 25 days per annum plus Bank Holidays.
- Pension - plus 3% employee contribution.
- Onsite or street parking locally.

**Operations Administrator - Person Specification**

**Essential**

Educated to GCSE level, Previous office/admin experience,

**Skills**: Excellent written and verbal communication, Relationship building, Organisation and efficiency, IT literacy, Attention to detail, Forward thinking and initiative, Autonomous working, Seeking and following guidance, Working to policy.

**Personal Attributes**: Positive outlook and approach, Adaptive and solution focussed, Approachable and friendly demeanor exhibiting compassion as needed, Demonstrated commitment to ongoing personal development, Respectful, trustworthy and ethical, Professional

**Desirable**

Previous finance experience, Previous HR experience, Previous experience in a confidential environment.

Experience of Xero finance software, Experience of working with spreadsheets

Driving License with access to own vehicle

**Salary**: £22,000.00-£25,000.00 per year

**Benefits**:

- Free parking
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Nottingham Road, NG7 7FF: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Administrative experience (require

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