Office Administrator

2 weeks ago

Chesterfield, United Kingdom Intacare Ltd Full time

**SUMMARY**
- Administrative duties within the Care Home Environment which includes liaison with internal company staff, external business contractors, and persons involved in the care of our residents. This includes upholding an excellent standard of both paper and electronic documentation.
- This role will also entail some Human Resources (HR) and Receptionist duties to ensure the smooth running of the homes and support the management team with appropriate documentation recording and filing and to present a friendly, pleasant, and professional image at all times.
- To carry out effectively and efficiently any tasks assigned by the home manager for the benefit of the residents and home.
- Work within the procedures and expectations set by the company. Always uphold the reputation of your role and the company.

**ROLE RESPONSIBILITIES**
- Processing of confidential and sensitive paperwork, taking minutes of meetings and general typing duties.
- Efficient and effective handling of incoming telephone calls and visitors to the home. Including providing administrative support to Management in organizing meetings and planning for refreshments as needed.
- Maintain high levels of administrative accuracy, type up any reports requested and file appropriately following the systems within the company.
- Maintaining an accurate account of staff personal and professional details, updating and issuing required lists to management as requested.
- Set up and monitor paper and computer-based systems. Make adjustments as to the changing needs of the service and ensure the systems adequately carry out their duties of collating information effectively.
- Receiving, sending and distributing of required correspondence. Type any correspondence in a timely manner. One copy to be retained for filing.
- Support the Home manager in maintaining the home’s finances staying within budgets, supporting with levels of stock. As required the ordering and stock control of stationery and office supplies, maintaining adequate levels of stationary for the home. Ordering of Staff Uniforms and other Care Home supplies at the discretion and approval of the Management Team.
- If required of the home, the involvement in management of Petty Cash systems including checks on all recording of transactions in line with Company procedures: Checking Petty cash on an ongoing basis to make sure all is correct and reporting immediately if any discrepancies are found and not able to be balanced. Good numeracy skills are required to ensure all monies are accounted for and procedures are followed.
- Liaising with appropriate staff as regards to changes in Policy and Procedures, Company Handbook or other professional guidance that impacts their working practices.
- Design new and edit of internal forms/documents required by the Home in conjunction with appropriate duties.
- It may be a requirement for the Administrator to have involvement in invoicing clients/ suppliers, including contacting the relevant persons, discussing deadlines, clarifying payments, discussing resident funds, or other tasks in line with Company Procedures informing Home Manager / Director of any issues.
- Appropriately file all invoices and action any follow-ups or liaison with Management/ Director as needed.
- Payroll Administration: Collation of timekeeping records with staff rotas addressing any discrepancies. Processing of Holiday Requests, Sickness/Absence Documentation and any other relevant data. Input of staff hours into wages system. Address any required amendments such as change to contracted hours or additional payments. Print pay reports and payslips as necessary. Dealing with employee wage queries.
- Processing required documentation with regards to leavers (P45, Wage slip etc).
- Establish, maintain and develop positive communication and effective working relationships within the staff team. Work as a proactive member of the staff team ensuring a high quality of service is maintained at all times.
- To assist in monitoring and recording of quality assurance systems completing any requested audits or collation of reports.
- To support management in staff capability, disciplinary and grievance matters in accordance with the Trust’s policies and procedures and best practice, liaising with Higher Management/HR consultants as appropriate. To note take at formal meetings and supporting the investigation of issues/concerns as required. To compile formal reports as necessary.

**_General_**
- Greet and welcome visitors to the unit. Answer the telephone in a professional & polite manner giving your name and designation, relay and record messages in line with unit policy. Personal information about residents MUST NOT be shared unless identity clarification has been achieved.
- Administration roles are required to be presentable and uphold the reputation of the company following the dress code detailed in the Company’s Employee Handbook
- Attend in house and external training pert

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