Home Administrator

7 months ago

Old Trafford, United Kingdom Osa Healthcare Recruitment Full time

JOB TITLE: Home Administrator

LOCATION: Old Trafford

SALARY: £21,450

HOURS: 37.5 hours. Mon
- Fri

We require an experienced administrator to organise and implement the administrative activities that facilitate the smooth running of the Home, as well as supporting the Home Manager where needed.

This is a specialized service for adults experiencing high and complex mental health needs, who are looking to move through their care pathways to a more community-based service.

Duties
- To provide all aspects of administrative support to the Home including typing, scanning, photocopying, maintaining appointment diaries, dealing with post and circulating information.
- To deal with a range of clients and callers by telephone or face to face assessing the extent and urgency of their needs/queries and helping to resolve issues or take clear and accurate messages to enable staff to resolve issues.
- To liaise with external bodies in accordance with service requirements and provide a level of timely feedback.
- To be friendly professional with the ability to communicate clearly, effectively and confidently. Act as front of house to welcome all visitors and ensure that the respective signing in procedure is followed.
- Promote effective and clear communication whilst demonstrating positive relationship building between Head Office, all home staff, residents and third parties.
- To regularly liaise with Head Office and when required external professionals ensuring necessary information is communicated professionally, promptly and effectively, taking guidance from the Home Manager as appropriate.
- To attend residents, Staff and Head Office meetings and take notes accurately and support the competent and timely completion of follow up actions.
- To log all emergency fund expenses on a weekly basis and reconcile balance in the fund float to ensure funds balance. In line with timetable, every month send all emergency fund vouchers and receipts to Head Office along with the reconciliation document proving the balance held at home level.
- To request funds for the resident’s home therapeutics and reconcile any float at the home on a weekly basis. Request funds as necessary from Finance. In line with timetable, every month send all therapeutics vouchers/invoices to Head Office along with the reconciliation document proving balance held at home level.
- Ensure Finance information is kept secure and confidential and that policies and processes are complied with.
- To help in the distribution of weekly resident funds per business policy and procedure ensuring correct allocation of funds per information provided weekly by the Finance Team.
- To maintain and ensure central stocks are sufficient for the home needs and up to date, this includes service forms, stationery for the office, and prompt purchase order updates via Head Office for all supplies.
- Ensure weekly and monthly stock checks are completed and reported to the Home Manager, Facilities and Finance at Head Office. Ensure all stock is signed in and out for office supplies for example food, care supplies, first aid and cleaning equipment.
- To report as soon as reasonably possible office equipment failures and office equipment maintenance requests to Manager and Facilities or Head Office, informing managers, Facilities and Head Office when work has been completed.
- Collating employee information for Head Office. Ensure the safe custody and maintenance of employee files and information both locally and on the Company HR portal.
- To ensure HR compliance for the Home through thorough input and completion of audits and matrices as directed.
- To support the Home and Head Office to ensure training compliance is maintained in line with Deepdene Care’s Training Policy and any issues escalated to the management team.
- To populate and publish timely rotas for all staff and oversee correct signing-in/out of staff across the site weekly - as directed by Data in Head Office.
- To support Head Office in gathering rota information for purposes of payroll.
- To be fully aware of and to adhere to all policies, guidelines and procedures in operation within the company.
- To assist in the implementation of new systems and procedures as directed from Head Office and the Home Manager.
- To ensure that the office and surrounding areas are kept in a safe and tidy condition.
- To undertake ad-hoc project work to support the continuing improvement of the Home, operational systems and processes.
- Adhere to the Company’s disposal of home assets and confidential waste process.
- Complete company's mandatory online training.
- To attend courses when requested to by the company, relating to the environment you work in and the equipment you use.
- Ensure that health and safety standards are maintained in accordance with the organisation’s policies and procedures.
- To be proficient in IT with good knowledge in the use of Microsoft Office 365, Word, Excel and PowerPoint.
- Ensure the e

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