Office Administrator

4 weeks ago

Bradford, United Kingdom Lifeways Group Full time

**Post**:Office Administrator - Fagley, Bradford

**Hours**:37.5 per week full-time

**Qualifications**:Appropriate professional qualifications and minimum of two years related work experience. Mastery of Microsoft Office including excel, word, access and outlook preferred.

**Reporting to**:Registered Manager

**Job purpose**:

- Perform clerical and administrative duties and operate office systems and machines.
- Order and maintain inventory and maintain accurate records of all site supplies.
- To ensure that all time sheets, staff rotas, expenses and staff data are effectively and efficiently managed using the IT (Coldharbour) system effectively and in compliance with Company standards of operation.

**Key responsibilities**:

- Prepare correspondence, reports, contracts, carer payroll information, billings, spreadsheets, regulatory and referral agency documentation and other administrative documents.
- Process invoices and reimbursements as assigned.
- Utilise word processing and spreadsheet equipment and standard office machines.
- Receive and refer visitors and telephone callers.
- Maintain staff files as instructed.
- Copy, maintain and forward records of personnel, expense requests and other forms to head office as assigned.
- Enter data, prepare reports, maintain records, and file documents.
- Assist with Human Resource related tasks including employee accruals, payroll, filing and updating of office personnel records, co-ordinate personnel record information with Human Resources.
- To take comprehensive, accurate minutes of staff meetings, disciplinary meetings etc.
- Assist with Client record related tasks including monitoring and maintenance of complete and orderly client records.
- Manage petty cash fund, as assigned.
- Monitor inventory and orders necessary supplies.
- Adjusting existing rotas where staff changes are necessary.
- Confirm that shifts have taken place on the system on a daily basis.
- Taking phone calls from staff and arranging for shift cover as and when required.
- Make changes to the system for staff going on sick leave, emergency leave or short notice annual leave.
- Laison with the CAST team as required.
- Diary events such as annual leave and sickness as instructed by the service managers.
- Identify staff shortfalls and liaise with the service managers to resolve this position.
- Identify where clashes occur, for example where 2 staff members assigned to one shift and liaise with the service managers to redress this situation.
- Partake in all other duties as assigned by the area manager involving Coldharbour.
- To deal with aspects of payroll including queries and ensure the accuracy.
- Ensure there are no voids in the rotas.
- Ensuring staff are working their contracted hours.
- Complete top up forms each month with the reasons for the top ups.
- Operate standard office machines and systems including photocopying, faxing, mailing, scanning and filing.
- To assist in the office with other administrative related tasks.

This is not an exhaustive list of activities, and the appointee may be asked to undertake other duties as specified by the Registered Manager.

**Salary**: £9.50 per hour

**Benefits**:

- Company pension
- Referral programme

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Bradford, BD2: reliably commute or plan to relocate before starting work (required)

Work Location: One location

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