Business Operations Manager

2 weeks ago

Penzance, Cornwall, United Kingdom Swallowcourt Full time
Key Responsibilities
  • Line Management:
  1. Line manage Business Administrator including supervisions and appraisals.
  2. Manage Ancillary Heads of Department with budget awareness, budget management, and stock control.
  3. Manage Front of House Administrator including supervisions and appraisals.
  4. Ensure Heads of Departments are producing rotas in accordance with policy.
Finance:
  • Oversight of resident records.
  • Oversight of resident money in accordance with company policy, including the issuing of monthly statements.
  • Oversight of the petty cash for the home in accordance with company policy.
  • Where necessary, undertake any banking (e.g. paying in and withdrawing resident monies, paying in cheques for fees, and cashing petty cash cheques).
  • Communication to residents, relatives, and Head Office if fee reviews result in a required fee change.
  • Prepare Management Accounts reports and work alongside the Finance Team to overcome any variances from budget.
Customer Service and Marketing:
  • Presenting as a smart, professional, and welcoming presence to all who come into the home.
  • Point of contact for all enquiries, residents, and relatives.
  • Develop contacts within the local community and support with events running in the home and in conjunction with the community.
Resident Experience:
  • Liaise with new residents and their families pre-admission, on admission, and for the duration of their stay.
  • Ensure all empty rooms are ready for visits from prospective residents.
HR:
  • Preparing the payroll information for all staff in the home from daily reconciling of hours to producing the monthly payroll reports and liaising with our payroll bureau.
  • Preparation of the weekly rota, at least 6 weeks in advance, for final amendments and sign-off by the Management of the home.
  • Management of the Annual Leave requests for all Departments in the home and allocating any unused AL when appropriate.
  • Utilise the absence record on CoolCare to plan and complete Return to Work meetings, supporting the Home Manager to manage the organisation's sickness absence monitoring procedure.
  • Assisting the Management of the home in filling vacant shifts.
  • Assisting with the recruitment process, including checking ID and providing electronic and hard copies of all information to Head Office.
  • Maintaining employee records.
  • Assist the HR department in undertaking the annual DBS check and updating records.
Compliance and Training:
  • Petty cash and residents' money audits.
  • Ensure staff are booked to attend required training sessions.
  • Maintain an overview of competencies completed and pending.
Contracts and Estates:
  • Approve appropriate invoices.
  • Maintain a list of vacant bedrooms and their room enhancements.
  • Ensure all empty bedrooms are clean and ready for marketing with any requirements reported to the relevant person and followed up.
Other:
  • Ensure archiving is managed effectively.
  • Lead on the coordination of information relating to Care Home Record and Subject Access Requests, in line with GDPR and company policy.
  • Any other duties as reasonably expected.

In line with Health and Safety Policy, the job holder is expected to:

  • Take reasonable care of their own health, safety, and welfare and that of other people who may be affected by their actions or omissions.
  • Comply with health and safety law and Health and Safety Policies and Procedures.
  • Not misuse or interfere with, intentionally or recklessly, anything provided in the interests of safety.

The job holder is also expected to:

  • Act in an honest, responsible, and respectful manner to others.
  • Be responsible for their own professional conduct.
  • Comply everywhere and in all circumstances with the laws and regulations connected with their activities.
  • Comply with our obligations to our key stakeholders.
  • To attend all mandatory training as required.

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