Care Home Administrator

6 months ago

Bolton, United Kingdom Hollands Care Home Full time

Job Purpose:
To be responsible for the smooth running of the administration of the care home.

Principle Accountabilities:
Administration
- Maintain accurate and complete petty cash records of the care home in line with Company policies and procedures, using computer and manual systems.
- Prepare and issue weekly Management Reports on online company and local authority portals within

the prescribed timescales.
- Process service users’ receipts of monies against service user’s accounts. Maintain records.
- Prepare and submit relevant service user financial information to the sales ledger department.
- Staff recruitment to include advertising for vacancies, ensure DBS is completed before start date, reference checks and all Identification information are received and checked. New starter packs and inductions are carried out.
- Arrange the accurate calculation of staff hours worked on a weekly basis using computer and manual systems.
- Ensure all details such as sick pay, changes to staff records etc are ready for payroll submission.
- Ensure continuity of payroll and submit to accountant in a timely manner.
- Maintain Staff attendance records.
- Maintain complete files for service users and staff members in line with the Company’s policies and procedures.
- Provide administrative/secretarial support to the Home Manager, Nurses and Senior Carers e.g., typing, filing, dealing with correspondence etc. within given timescales.
- Operate office equipment such as, photocopier and computer as required.
- Answer the telephone, respond to enquiries from service users and visitors and redirect enquiries in a friendly and efficient manner.
- Maintain stationary and resident toiletry supplies.
- Order and maintain records of staff members’ uniforms.
- Any other general office duties as and when required.
- Update staff training matrix monthly, including printing certificates and adding training to flexebee when due.
- Ensure all relevant information is sent to the accounts manager on a weekly basis.

Communication
- Participate in Staff and service user meetings as and when required.
- Excellent written and verbal communication skills.
- Answer all enquiries in a professional and efficient manner.

Marketing
- Prepare and display information leaflets and posters, send out brochures etc. as and when required and reception area tidy at all times.

Training & Development
- Attend mandatory training days/courses on or off site as and when required.
- Maintain and improve professional knowledge and competence.

Health & Safety
- Report immediately to the Home Manager or the person in charge, any illness of an infectious nature or accident incurred by a service user, colleague, self or another.
- Understand and ensure the implementation of the care centre’s Health & Safety policy and emergency fire procedures.
- Report to the Home Manager or the Handyperson any faulty appliances, damaged furniture/equipment of any potential hazards.
- Promote safe working practice within the care centre.

General
- Ensure that all information of a confidential nature, gained in the course of work is not divulged to third parties.
- Notify the Home Manager or the person in charge as soon as possible of your inability to report for duty and also on your return to work from all periods of absence.
- Adhere to Company policies and procedures within the defined timescales.
- Ensure all equipment is clean and well maintained.
- Carry out any other tasks that may be reasonably assigned to you.

Communications & Working Relationships:
Should be able to communicate and work effectively with colleagues and Line Managers

Decision Making Authority & Responsibility:
Is able to consider alternatives and assesses their impact and potential problems. Can implement decisions and evaluate results.

**KNOWLEDGE & EXPERIENCE**:
**ESSENTIAL/DESIRABLE?**

Knowledge/experience of Microsoft Word and Excel

Essential

Knowledge/experience of MS Outlook

Essential

Previous experience of accounting computer packages

Essential

Previous experience of book keeping/administration

Essential

Good numerical skills

Essential

**SKILLS**:
**ESSENTIAL/DESIRABLE?**

Good numerical and word processing skills

Essential

Good communication and organisational skills

Essential

Friendly, confident, well-presented and customer focused

Essential

Professional telephone manner

Essential

An appreciation for the need for confidentiality

Essential

Ability to work on own initiative

Essential

**OTHER**:
**ESSENTIAL/DESIRABLE?**

Genuine interest in working with the relevant service user group

Essential

Satisfactory DBS check

Essential

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

**Salary**: £10.42 per hour

Expected hours: 25 per week

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

- Bolton, BL4 8AL: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Customer

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