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Administrative Coordinator for Care Services
2 months ago
OUR MISSION
To enhance the quality of life for our residents and the communities we serve by consistently providing exceptional resident experiences and striving to be the premier employer in the care sector.
Role Purpose
To deliver comprehensive administrative assistance to the Home Manager and ensure the seamless functioning of administrative systems and procedures.
Key Responsibilities
Main Duties Include:
1. Supporting centralized sales, accounts payable, and payroll systems by supplying precise information to meet deadlines.
2. Composing standard communications such as letters and emails on behalf of the Home Manager.
3. Acting as the first point of contact for visitors and callers to the Home, both via telephone and in person.
4. Creating and maintaining databases and spreadsheets.
5. Gathering statistics and generating reports.
6. Producing documents and presentations from provided materials.
7. Managing petty cash returns.
8. Compiling weekly/monthly submissions for the Managing Director or Central Support functions, including Finance, HR, Payroll, and Legal.
9. Assisting with the upkeep of efficient filing systems, including resident and personnel files.
10. Aiding the Home Manager in all aspects of the recruitment process, utilizing online recruitment tools, scheduling interviews, and ensuring compliance with documentary requirements such as references and background checks.
11. Overseeing an organized and effective archiving process, ensuring files are securely stored and easily retrievable.
12. Managing the opening and forwarding of incoming and outgoing mail and email from the Home.
13. Attending meetings within the Home, producing complete and accurate notes/minutes, and coordinating the distribution of information and action points promptly following the meeting.
14. Analyzing information and creating reports, including complex reports.
15. Assisting the Home Manager in preparing for regulatory and other inspections and visits.
16. Supporting the Home Manager with marketing initiatives, providing initial information and guidance in response to inquiries.
In cases where there is a team of Administrative Assistants, the Home Administrator will also be responsible for:
· Delivering on-the-job training.
· Fostering positive teamwork.
· Providing line management support to Administration Assistants.
· Being accountable for personal practice and the management of direct reports.
General Responsibilities
· Ensuring the health, safety, and welfare of oneself and others while at work, including colleagues, residents, and visitors, and notifying responsible officers of any hazards or potential risks.
· Being fully knowledgeable about the company's policies related to the safeguarding of vulnerable individuals and whistleblowing.
· Ensuring compliance with the Information Governance Policy, maintaining confidentiality around personal or commercially sensitive issues.
· Establishing and nurturing positive working relationships with colleagues, residents, visitors, and other health professionals and agencies.
· Acting as an ambassador for the company's Vision and Values.
· Promoting equality and diversity in all work activities.
· Adhering to company policies and procedures.
· Participating in mandatory training sessions, on or off-site, as required.
· Undertaking any other lawful, reasonable, and appropriate duties and responsibilities related to the role.
Skills Required
About The Company
Beaumont Care Homes operates residential and nursing facilities across various locations, aiming to provide a safe, clean, and homely environment for all residents. We prioritize care, well-being, and comfort, ensuring our staff feel valued and supported in their roles. Our homes are designed to be welcoming, with professional healthcare staff dedicated to delivering a home-from-home experience that eases transitions from home or hospital.
Our team undergoes regular training to ensure the highest standards of one-to-one and person-centered care. We believe in providing healthy, homemade meals, prepared by our trained chefs to cater to diverse tastes and dietary needs.
Company Culture
Beaumont Care Homes offers a variety of activities, from outings and summer events to indoor activities such as arts and crafts and entertainment sessions. We encourage intergenerational activities involving local nurseries and schools, as well as visits from therapy animals.
We seek individuals who are passionate about working with older and vulnerable populations. Ideal candidates should possess a caring demeanor and a proactive attitude. Many of our senior managers began their careers as caregivers, recognizing their essential role in our service.
Desired Criteria
Required Criteria
