Business Administrator

3 days ago


Romsey, United Kingdom J Sai Country Home Ltd Full time

**Reports to: Home Manager**

JOB SUMMARY
The Business Administrator is responsible for ensuring that all business functions of the home are accurately and efficiently managed. As a minimum this includes purchase order, payroll management, enquiry management and recruitment.

Sears Healthcare

JOB DESCRIPTION | Business Administrator

**Key Responsibilities**
**Staff**:

- Ensure that accurate upload of time sheets to the rota management system is completed according to the monthly pay period, and as changes occur.
- Monitor hours worked against the planned rota on a daily basis, act to resolve discrepancies and provide an accurate payroll report.
- Assist where necessary with booking agency workers and ensuring that accurate records are kept of the hours worked by individual agency workers. This includes retaining records of their profiles and induction records.
- Management of annual leave booking requests, allocation and payments, ensuring that there is no under or overuse of holiday allowances. Responsible for enforcement of staff guidelines regarding holidays.
- Lead on recruitment of new staff, i.e. advertising, interviewing, DBS clearance, requesting references, creating and sending offer letters, setting up new staff files once an offer of employment has been confirmed by the manager.
- Take full responsibility for running staff DBS checks and checking verifications, Home Office auditing and VISA checks in line with Gov standards
- Support with arranging induction and ongoing training for staff and maintain an up to date training matrix to evidence compliance with mandatory and statutory training.
- Lead on HR functions, such as maternity / paternity leave, sickness / absence monitoring, ensuring that the necessary documents are completed and filed.
- Attend relevant staff meetings and training as required.

**Operational**:

- Maintain accurate records of all purchases and invoicing, including use of petty cash, staff expenses and credit card.
- Support with liaison with Social Services / CHC / NOK to agree fee rates and ensure that signed contracts are in place for individual residents.
- Manage contractor accounts, including arranging quotes, opening accounts, checking invoices and remittance before agreeing payment.
- Liaise with IT contractor(s) to resolve technical issues within the home.
- Ensure that all filing is all up to date, this includes general filing, staff files and when required clinical files.
- Lead on the distribution, collection and collation of relatives, residents and staff surveys as required.
- Support the Activities Co-ordinator with administrative duties, including monitoring of the home’s Facebook page.
- Support the Home Manager with letter writing / admin work / other administrative duties.
- Produce accurate notes of group and one to one and disciplinary meetings as required.
- Ensure that copies of relevant documents are made available to staff as needed.
- Maintain the required standards of confidentiality.

**Residents**:

- Manage residents’ personal funds, maintaining accurate records of deposits and withdrawals, including receipts for purchases made on behalf of residents.
- Respond to requests from residents in a friendly and supportive manner, assisting them if able, or promptly requesting assistance from care / nursing staff.

This is not intended as an exhaustive description of duties and responsibilities and may be amended following consultation with the jobholder.

Sears Healthcare

JOB DESCRIPTION | Business Administrator

**PERSON SPECIFICATION FOR DEPUTY HOME MANAGER**

**QUALIFICATION** **ESSENTIAL / DESIRABLE** **METHOD OF ASSESSMENT**

E
GCSE English or equivalent Certificate

Financial / clerical qualification D Certificate

Customer service (e.g. NVQ) D Certificate

**EXPERIENCE**

Previous role in administration E Interview / CV

Previous experience of working Interview / CV with payroll functions within a E business.

Previous experience of working Interview / CV with purchase order / invoicing E systems.

Previous work in care home
D C/V setting

**KNOWLEDGE / SKILLS / ABILITIES**

Competent with basic computer software, such as excel, Word, E Application form / interview web-based systems etc

Ability to act as note taker for meetings, disciplinary hearings E Interview / references etc.

Ability to communicate effectively
E Application form / interview both verbally and in writing.

Ability to remain calm and prioritise tasks in a busy E Experience & interview environment

Effective interpersonal skills E Interview / references

Able to be adaptive and flexible to
E Interview cover a range of responsibilities

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

**Salary**: £27,700.00 per year

**Benefits**:

- Company pension
- Discounted or free food
- On-site parking

Schedule:

- Monday to Friday


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