Administrator

6 months ago

Preston, United Kingdom AXIS RECRUITMENT Full time

**Key Accountabilities**

**Administration**
- Maintain accurate and complete financial records of the Home in line with Company policies using computer and manual system
- Provide administrative/secretarial support for all activities of the home including take and transcribe minutes of meetings.
- Establish and maintain filing systems and ensure accurate and speedy recovery of data and records.
- Distribute received company information as required
- Establish and maintain quality records.
- Keep business diaries, organise appointments and make travel arrangements.
- Secure service user and company property and premises.
- Ensure that all necessary budgetary and statistical information requested is supplied both timely and accurately.
- Answer the telephone, respond to enquiries from Service Users and Visitors at Reception, and Re-direct enquiries where appropriate.
- Order Staff uniforms and maintain stationary supplies keeping accurate records accordingly
- Process admissions and discharges in a timely manner on the Caresys system
- Produce any letters required by home management
- Maintain a professional environment at all times including reception area and promote high standards throughout the home
- Timely archiving of records
- Support Home Manager with KPI dashboard review and investigate variances as required

**Personnel**
- Maintain all staff attendance and holiday records, ensuring continuity of the payroll on a weekly basis using computer and manual systems.
- Maintain and audit complete files for service users and colleagues in line with company policies and procedures.
- Manage and ensure all relevant pre-employment right to work governing checks are completed for new colleagues before employment commences.
- Monitor sign in app and alert home management of any issues
- Secure all staff records.
- Work closely with HR to complete the entire recruitment process.
- Processing employee starter and leaver information accurately and in a timely manner
- Ensure payroll information is keep up to date including employee pay rates and contracted hours
- Accurately record agency forecast and actuals in the payroll submission
- Ensure appropriate authorisation is sort and company overtime policy is adhere to
- Process agency timesheets on E-tips system within the timeframe specified
- Maintain training records to ensure that employees remain compliant
- Support Home Manager to ensure that current rotas are accurate and communicated to staff in a timely manner. This includes any changes made during the period.
- Management employee GP Fit note process in a timely manner

**Petty Cash & Service User Spends Management in accordance with company policy and procedures**
- Maintain effective budgetary controls
- Top up requests are processed on a regular basis
- Process receipts of monies against service user accounts to maintain accurate records
- Maintain petty cash float balances at all times
- Ensure all expenditure is authorised correctly
- Ensure all monies are secure at all times
- Monthly bank reconciliation of service user spends
- Ensure service users monies are returned to NOK, as appropriate, upon discharge
- Provide requested information to appointees in a timely manner

**Purchase Ledger Management in accordance with company policy and procedures**
- Maintain the purchasing order system
- Maintain effective budgetary controls
- Raise CEX/MEX forms for required spends and ensure fully authorised before orders placed
- Invoices are processed on a weekly basis
- Ensure all supplier statements are reconciled weekly

**Sales ledger Management in accordance with company policy and procedures**
- Prepare and submit relevant service user financial information to the Sales Ledger Department to ensure that invoices to service users, Local Authorities or responsible persons are produced accurately and promptly.
- Maintain Caresys system with latest service user costings
- Ensure all SU contracts are signed as appropriate

**Marketing**
- Handle initial sales enquiries.
- Establish and maintain an effective succession plan for enquiries and bookings to ensure the continual inflow of service users to the home
- Establish and maintain the high profile and reputation of the home within the community.
- Identify key referral groups, build and maintain good working relationships with them.
- Manage sales and marketing strategies in such a manner as to maximize occupancy and bed rates.

**General**

All colleagues are required to undertake the following:

- Carry out other duties as will, from time to time, be directed
- Carry out all duties in a safe manner having regard for the health, safety and welfare of self, staff, service users and other persons within the home
- To make positive contributions to all internal and external quality and/or best practice measures/processes
- To fully comply at all times with the company policies and procedures and to take responsibility for own actions/inactions
- Undertake ap

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