Office Admin

**1. Purpose of the post**

1.1 To provide administrative support across a number of Care home to ensure the smooth running of the administration within the Care Home.

1.2 Under the direction of the of the Registered manager and other nursing /senior care staff, to liaise with residents, families, and various other bodies, e.g. Occupational Therapy, GP’s, Social Services, Physiotherapy, Health, Charitable Organisations, Care and Social Services, CQC and other external bodies to contribute towards the smooth day to day running of the home.

1.3 In conjunction with the Registered manager and in their absence to be responsible for the general administration within the Care Home.

**2. Knowledge and Abilities**

2.1 To demonstrate and understand the client groups within a Care home setting, specifically in relation to administrative matters.

2.2 In addition to the qualification requirements it is considered the postholder will have knowledge in respect of:
2.2.1 Numeracy and literacy.

2.2.2 Following general office administrative policies and procedures, maintaining records, word processing, filing, photocopying, logging incoming telephone calls; and incoming/outgoing mail.

2.2.4 To assist the Registered manager in the delivery of high-quality administrative services within the Care Home.

2.2.5 The willingness to attend courses and seminars from time to time in order to keep up to date with developments in respect of the duties of the post-holder.

2.2.6 In the absence of the Registered Manager, work alongside the nursing / senior care staff at the Care Home and be responsible for ensuring staffing levels are maintained within the

home.

2.2.7 The need to maintain confidentiality.

**3. Managing Others**

3.1 The post-holder will always need to be approachable to staff, residents and

families on matters causing them concern. Some answers/information will need to be checked with the Registered Manager before giving out this information.

**4. Working with Others**

4.1 The post-holder is expected to work as part of a close-knit team and have the capability to work on their own initiative.

4.2. The post-holder is expected to work across sectors involving a range of multi-disciplinary partners.

4.2 Under the direction of the Registered Manager, the post-holder is expected to liaise with a range of multi-disciplinary partners.

4.3 Excellent communication skills, both verbal and written are required to ensure effective service delivery. The post-holder will be expected to:
4.3.1 Undertake any administrative tasks in respect of inter-agency working to the benefit of the residents.

4.3.2 Give, receive and effectively communicate information to relevant parties, particularly residents and their families.

4.3.3 Communicate with all Care Home staff within through daily interaction and the staff meetings. To provide relevant information to staff concerning service delivery, this is done by ensuring that effective and accessible administration systems maintained within the home. As directed by the Senior Community Care manager and local Care Home Manager, to do any administrative task that promotes the smooth operation of the Care Home, this could include general and/or specific administrative tasks.

5. **Problem Solving / Decision Making / Innovation**

5.1 Assist with implementing individual care programmes for residents as they relate to general appointments etc.

5.2 To take reports from nursing / care staff and discuss these with the Home Manager if necessary.

5.3 Work within clearly defined frameworks, both internal and external to the Care Home and to work using own initiative to overcome and solve general problems relating to the administrative procedures within the Care Home and existing broad procedure and policy direction with the Care & Support Department.

5.4 Due to the nature of the work, the post requires a flexible approach to basic problem solving.

5.5 Working within a team environment, it is expected that the post-holder has an understanding and experience of team working and working with staff from other staff with the Company.

**6. Use of Technology / Practical Skills**

6.1 Extensive knowledge, understanding and practical experience of IT packages is required.

6.2 Input information into the computerised databases.

6.3 Willingness to develop knowledge and skills and the current technology used in Care home.

**7. Budgets and Cash Handling**

With the Registered manage, give assistance & supervision in the following areas:
7.1 To ensure that accurate records are maintained, and receipts are issued in relation to general financial transactions.

7.2 In accordance with the Company's clearly defined financial procedure to assist in the administration of resident fee invoicing system and to ensure that all records relating to the system are up-to-date.

7.3 To assist in the administering and maintaining accurate petty cash systems, receipts and banking of resident’s fees.

7.4 To be re