Care Home Administrator

5 months ago

Houghton le Spring, United Kingdom Springfield House Full time

**40 hours per week**

**Job Purpose**
- To be responsible for the business administration and co-ordination of the Care Home.
- To support the Home Manager or their designate in administrative management of the home

**Skills, knowledge and qualifications**

**Required**:

- Good numerical and word processing skills
- Knowledge / experience of MS Word and MS Excel and MS Outlook
- Knowledge/experience of Case Management Systems
- Good communication and organisational skills
- Friendly, confident, well-presented and customer-focussed
- Professional telephone manner
- Genuine interest in working within a caring environment
- An appreciation of need for confidentiality
- Satisfactory DBS check and check against the ISA List (where applicable)
- Experience of Sage

**Desired**:

- Working knowledge of systems such as Access or other case management systems.

**Reporting to**:Home Manager or Deputy Manager

**Main responsibilities**
- Maintain accurate and complete financial records of the Care Home in line with Company policies and procedures, using computer and manual systems.
- Process receipts of monies against Clients’ accounts and maintain records.
- Prepare and submit relevant financial information and contracts to the Managing director with regard to new admissions to ensure that invoices to Clients, Local Authorities or person so responsible are produced accurately and promptly.
- Ensure continuity of the payroll, prepare accurate spreadsheets details all employees working hours, training, holidays and sickness on a weekly basis.
- Check accuracy of timesheets on a weekly basis using computer and manual systems.
- Maintain complete personnel files for Employees (including staff attendance records) and upload onto case management system in line with the Company’s policies and procedures.
- Maintain complete financial records for Clients in line with the Company’s policies and procedures.
- Provide administrative / secretarial support to the Home Manager including (but not limited to) supporting staff interviews, typing, filing, and dealing with correspondence, managing employee sickness and holidays within given timescales.
- Support the Homes Manager, Deputy and Team Leaders with staff training matrix and booking requirements for external training providers and online services. Including monitoring staff completion and compliance with all Mandatory training. Reporting promptly to Management any failings.
- Operate office equipment such as fax, photocopier and computer as required.
- Answer the telephone, respond to enquiries from Clients and Visitors at Reception, and re-direct enquiries in a friendly and efficient manner where appropriate.
- Order and maintain records of Staff Members’ uniforms.
- Order and maintain records for all office supplies and stationery.
- Participate in Staff and Client meetings, as and when required (this may involve evening and weekend work).
- Show potential Clients around the Care Home, in the absence of the Home Manager and/or their designate and generally be involved in the overall marketing of the Care Home.
- Prepare and display information leaflets and posters, send out brochures etc., as and when required.
- Attend mandatory training days/courses, on or off site, as and when required.
- Maintain professional knowledge and competence.
- Report immediately to the Home Manager, or Person in Charge, any illness of an infectious nature or accident incurred by a Client, colleague, self or another.
- Report to the Home Manager, or the Handyperson, any faulty appliances, damaged furniture, equipment or any potential hazard.
- Maintain confidentiality under GDPR guidelines in all aspects of daily work.
- Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
- Notify the Home Manager, or the Person in Charge, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
- Ensure the security of the home is maintained and that all records are kept confidentially.
- To order newspapers as requested for residents.
- To deliver post to residents and keep confidential.
- To support the manager in rota formulation and to support the manager to cover shifts by contacting members of staff as and when required.
- To work overtime in the homes best interest.

This Job Description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.

**Job Types**: Full-time, Permanent

**Salary**: £11.00-£12.09 per hour

Schedule:

- Monday to Friday

Work Location: In person

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