Office Administrator

2 weeks ago

Hove, United Kingdom Whytecliffe Limited Full time

**JOB DESCRIPTION**

**Administrator**

**_Reporting to:_**

Registered Manager/s / Finance Director

**_Job Purpose:_**

Provide administrative support to the Nursing Home on behalf of the Company which includes reception duties, general administration, invoicing and personnel duties

**Main Responsibilities**:
**Resident Administration**
- Assist the Finance Director with accounts, invoicing, contract, fees
- Register new residents, liaise with appropriate agencies and complete relevant documentation including new resident forms, amendment forms, monthly changes and circulate internally and externally as required using a secure format etc
- Assist the Registered Manager/s with day to day communication by liaising internally with the senior management team, all levels/grades of staff, the residents and their families, and externally with Social Services, CQC, BHCC, other councils, PCTs and other members of the MDT
- Liaise with external services such as chiropodists, dentists, opticians and hairdressers with support from the Registered Manager/s
- Assist the Registered Manager/s with new resident enquiries, responding to vacancy enquiries and management of waiting lists
- Complete Audits of residents money with the Registered Manager/s on a bi-monthly basis

**Household Administration**
- Support the Registered Manager/s to notify Care Matching of room vacancies (daily when occupancy is below 100%)
- Handle all queries concerning the Nursing Home with the assistance from Registered Manager/s
- Feedback to the Finance Director regarding delivery notes, petty cash and all other invoicing
- Process Petty Cash once per month and send to Finance Director
- Liaise with maintenance staff and update request book
- Support all staff via general administration (i.e. printing) etc

**Human Resources Administration**
- Maintain all personnel records and monitor all sickness absence
- Update NMDS with staff training details/new staff/leavers etc
- Prepare payroll production, timesheets and maintain accurate records of this process
- Update Spreadsheet for Agency Use and submit quarterly to the Directors

**General Administration**
- Filing of all correspondence
- Assist the Registered Manager/s with Compliance Audits and Monitoring
- Ordering of stock items/stationary/uniforms and other provisions as instructed by Finance Director/Registered Manager according to company policy
- Report all suspected and actual incidents in according with the Organisation’s Whistle Blowing policy
- Attend all mandatory training as per organisational policy, including other training as requested
- Other duties as required at the direction of the Registered Manager/Senior Management Team
- Maintain confidentiality at all times in line with DPA/GDPR and other relevant regulations, both in and out of work

**Skills**
- Must be able to speak good English and have effective verbal and written communication skills
- Good IT and keyboard skills, either RSAI or by experience
- Excellent organisational and time management skills
- Enthusiasm for the Company
- Must be able to act in a professional manner and be a good team player
- Ability to interact effectively with personnel at all levels

**_Contacts:_**

Residents, their families and friends, other staff members, senior management team, BHCC, PCT members and CQC representatives

**_Free to Act:_**

Use initiative in main responsibilities

**PERSON SPECIFICATION**

**Administrator**

**Key Skills and Abilities**
- Essential_
- Desirable_
- Excellent IT and keyboard skills
- Good communication skills, both verbal and written
- Good telephone skills
- Excellent organisational skills
- Ability to interact with Managers and personnel at all levels
- Experience of handling invoicing/accounts and petty cash
- Experience of reception duties
- Experience of stock ordering
- Able to work as a member of a team
- Respect confidentiality, dignity and privacy of residents & staff
- Previous experience within an administrator role
- Previous experience as a receptionist

**Education and Qualifications**
- Essential_
- Desirable_
- Qualified by experience in the role of administrator/receptionist
- RSAI Qualification
- NVQ L2 in Business Administration
- Knowledge of Microsoft Word/Office
- Knowledge of Excel

**Knowledge**
- Essential_
- Desirable_
- Understanding of equal opportunities
- Able to assist Finances Director with wage preparation
- Calculation of wages via timesheets
- Knowledge of basic human resources
- Knowledge of SAGE

**Experience**
- Essential_
- Desirable_
- Previous roles in dealing with the general public
- Previous roles in an adult care either NHS or private

**Personal Attributes**
- Essential_
- Desirable_
- Able to communicate with people of varying ages and differing backgrounds
- Reliable with a keen sense of responsibility
- A positive attitude to problem-solving and changing circumstances
- A sense of humour

**_Job location:_**

Whytecliffe Ltd

**Job Type**: Part-time

Pa

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