Administrator - 35 Hours a Week - 9am to 4.30pm
3 days ago
We are looking for an experienced administrator to join our busy team. The role is integral to the day to day admin support within the care home.
Due to nature of the business, a fully enhanced DBS check is required following an offer of the position.
**Job Title**: Administrator
**Department**: Office - Management
**Reporting to**: The care home manager, deputy manager, operations manager and directors
**Revision Date for Description**: Annually or when required
**Main Objectives of Role**:To manage the day-to-day operation of the home’s administration effectively and efficiently so that the workforce, manager and people living in the home are also supported. The role involves having access to sensitive and confidential information so integrity and confidentiality is required at all times.
**Key Tasks**
- Arranging interviews for staff recruitment for the manager, deputy manager and operations manager
- Requesting references for prospective new employees
- Processing DBS - obtaining relevant documentation and witnessing this
- Creating all staff personal files
- Maintaining staff files and ensuring that they are compliant under RISCA and Contract Monitoring
- Maintaining an up to date staff file audit
- Booking staff on external training and maintain a staff training matrix
- Obtaining training certificates for staff files
- Recording staff supervisions and when they are due - supervision spreadsheet
- Maintaining a spreadsheet for health & safety audit - due dates of testing; gas, electric, LOLER, lift maintenance, legionella and PAT testing
- Replenishing the care team with daily paperwork and checking this is always done
- Managing archiving in an effective way
- Managing petty cash and ensuring it balances
- Collating timesheets and meeting with the finance manager weekly to record staff hours ready for payroll and reporting any payroll queries are reported to the finance manager
- Making up of welcome packs for new admissions
- Preparing files and folders for the manager, deputy manager and senior care staff when required
- Replenishing all training manuals for the training room - in-house training
- Supporting the administration of in-house training as directed by the operations manager
- Answering the telephone and directing calls to the correct person
- Greeting visitors to the home - answering the door when needed
- Ensuring that the documents on the admin office are kept locked away and confidential
- Ordering the food orders from the cooks on line
- Ordering of stationary for the home - authorised by the directors
- Requesting uniforms from the directors
- General daily administrational duties
- Attending any supervisions and appraisals as arranged by the operations manager
- Reporting any serious accidents or incidents swiftly to the deputy manager/manager and completing the necessary paperwork and managing such less serious events day to day using own initiative
- Dealing with and reporting any safeguarding concerns to the deputy manager/manager
**Responsible for**:
- Working in line with the five main principles of the Social Care and Wellbeing (Wales) Act 2014; embedding this in the service provision by leading by example
- Optimising independence and voice and control of people living in the home and encouraging the care workforce to do the same
- Working in a preventative and interventive way to ensure people remain safe and healthy; promoting this throughout the care workforce
- Helping people to optimise their wellbeing; their self-worth and independence and doing things **_with_** a person and not **_for_** them - recognising their skills and abilities; monitoring that staff are upholding this principle
- Working with a person and their families/representatives in co-production; involving them in their day to day care, support and activities, to make decisions and choices for themselves; promote this within the care workforce
- Working with multi-agencies; the person’s families/representatives and a team of health professionals involved in supporting a person to achieve their outcomes
- Attending induction and ongoing training as required by the manager/deputy and Orchard Care Group
- Working as a part of a team and respecting colleagues you work with
- Being accountable for the work you do
- Being responsible and reliable in relation to your attendance and contract of employment
- Being responsible for your timesheet
- Being responsible for your own health and safety at work and the safety of others
- Promoting and upholding the reputation of the home
- Carrying out of any tasks and duties relating to your role as requested by your Operations Manager, Manager and or Deputy Manager to meet the ongoing needs of the organisation
Person specification
Essential
- Computer literacy - Microsoft Word, Outlook, Excel
- Minimum of 2 years Administration experience
- Be of good character with honesty and integrity (interview and references)
- Be organised and efficient at all times
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