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Senior Administrator

4 months ago

Oxford, United Kingdom Vale House Full time

We are looking for a Senior Administrator to join our experienced and friendly team at Vale House. We area a 40 bed residential Nursing Home, specialising in dementia and situated just outside Oxford in Sandford-on-Thames. Vale House is registered as an independent charity with the Charity Commission and with Companies House and conforms to the standards and procedures required by those two bodies. It is governed by a committed Board of Directors (unpaid) who are also Trustees of the charity.

**Role**

The administrator is accountable to the Head of Home and responsible for the non-clinical running of the home. As a member of the Finance & General Practice and Care & Quality Committees they will also work closely with the Trustees of Vale House.

**Responsibilities**
- A strong personal commitment to, and interest in, providing first-class care for people with dementia.
- Maintain day to day office administrative and support services by organising and performing workflows, policies and procedures
- Strive for efficiency and improvement of the Admin support functions
- Direct supervision of the current Admin Assistant and Receptionist
- Support and work with, the Domestic Head, Facilities Manager, Head Carer and Clinical Manager on all relevant matters
- Ensure the Home is legally compliant with regards to Health, Safety and Welfare in all activities and operations, in particular fire regulations, food safety, manual handling, and staff wellbeing
- Manage all company HR processes and record keeping. For example, Recruitment, Staff Interviews, Employment contracts, Induction, Departures, Training & Development, etc., ensuring employment compliance and compliance with policies
- Maintain our electronic staff timekeeping, IT and Phone systems
- Manage the staff sponsorship and compliance process with the Home Office
- Manage various tender and audit processes as required (OCC, CQC, etc)
- Take part in an on call rota to support the staff on duty in Vale House.
- Manage office supplies and support the Head Carer with medical supplies
- Provide monthly reports to the Trustees and Finance Teams as required
- Provide a weekly update to the Head of Home on all developments
- Ad Hoc projects and other duties as required

These are an outline of the tasks, responsibilities and outcomes required of the role. The post holder will carry out any other duties as may reasonably be required.

**Essential Skills**
- Proven strong administrative and supervisory skills
- A friendly and proactive manner
- Leadership and organisation skills
- Problem solving and attention to detail
- Ability to work independently, as well as within the team setting
- Good communication, interpersonal and public presence skills
- Empathy towards residents, staff and residents families.
- A willingness to undertake all admin roles
- IT literate and in particular the use of Microsoft Office packages

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

Pay: £30,000.00-£35,000.00 per year

Expected hours: 22.5 - 37.5 per week

**Benefits**:

- Company pension
- Cycle to work scheme
- Flexitime
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administrative experience: 3 years (preferred)

**Language**:

- English (required)

Work Location: In person

Application deadline: 16/04/2024
Reference ID: SA424