Administrator

4 months ago

Llanelli, United Kingdom Gwernllwyn Care Home Full time

**Overview**:
**Purpose of Job**:

- To operate and manage the administration service of the Home in person, online and via telephone.
- To ensure the flow of office procedures.
- To coordinate and prioritise administrative tasks and ensure that time sensitive tasks are completed and deadlines are met.
- To provide support to the team and contribute to the smooth running of the Home.
- To offer friendly, welcoming and professional support.

**Key Tasks and Responsibilities**:

- Responsible for the collection of data to enable invoicing to be carried out by head office. Checking invoices on receipt from head office and distribution of these invoices punctually. Including notification of new residents, deceased residents, or any other details relevant to the residents stay within the home. Prompting HQ accounts on invoices required.
- Collect and record fee income from local authorities and individuals. Advising new residents and their families on the process of fee payments, ensuring the monthly reconciliation and any supporting information is returned to head office in an accurate and timely manner.
- Credit control and chasing any non-payment of fee’s immediately if they fall into arrears and report to head office any areas of concern.
- Acquire and distribute personal allowance to residents, where applicable, and assist individual residents with financial arrangements, including the safe custody of money and valuables adhering to verification procedures to safeguard against claims of misappropriation.
- Maintain petty cash records.
- Collate information working from the rota and staff signing in sheets to complete the monthly payroll. Working out and recording all hours worked, sickness, annual leave sending this information to the payroll department via excel spreadsheets. Start and leavers information collated for submission to head office in a timely and accurate manner to meet the payroll deadline.
- Responsible for staff generating and keeping staff files.
- Assist in the preparation, collation, and dispatch of management information to head office as requested.
- Maintain records of all orders and invoices submitted for reconciliation to head office to allow prompt and accurate responses to enquiries.
- Place purchase orders with approved suppliers, complying with procedures, to maintain appropriate stock levels and controls to ensure expenditure is contained within an agreed budget.
- Provide clerical support to the Managers. Diary management, word processing, photocopying, filing and maintaining residents/staff personal records.
- Act as Front of house/peoples host. Providing a focal point and first point of call for all visitors. Meeting and greeting all who visit the Home. Promote a positive image and customer service approach.
- Answer telephone calls.
- Introduce new and potential residents and families to the team.
- Communicate with service providers making appropriate arrangements for visits. Deal with payment transactions and record payments made and treatments received.
- To maintain confidentiality.
- Arrange newspaper deliveries.
- Assist in arranging appointments and transportation.
- To attend meetings and take notes of points of discussion. Type up accordingly and provide the report to the team.
- Assist and place food orders online.
- To adhere to home policies and procedures.

**This list of tasks is not exhaustive and may continue to be extended as situations arise.**

**Qualifications and Experience**
- **Previous experience in an administrative role is preferred.**_
- GCSE qualifications, with Maths and English.
- Strong attention to detail.
- Ability to work without supervision.
- Excellent time management skills.
- Exceptional communication and customer care skills.
- Technical skills, including proficiency with Microsoft Office programs.
- Strong prioritisation and organisational skills.
- Ability to handle confidential information.
- Strong record keeping skills.
- Ability to multitask.
- Exceptional communication and customer care skills.
- Excellent IT skills, including proficiency with Microsoft Office programs.
- Strong prioritisation and organisational skills.
- Ability to handle confidential information in accordance with policy/GDPR.
- Ability to multitask and work under pressure.
- Possess effective problem solving skills.
- Reliability and the ability to work under pressure.
- Ability to work without supervision.
- Strong record keeping skills.

**A DBS check is required for this position.**

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

**Salary**: £23,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday
- No weekends

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 3 years (preferred)
- Administrative experience: 3 years (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Application deadline

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