Office Administrator
3 weeks ago
Care Home - Office Administrator
Part Time
Flexible 16- 20 hrs per week depending on applicants requirements
We are recruiting for an Office Administrator for our clients Care Home.
Key Responsibilities
Organising office operations and procedures, controlling correspondence, scanning files, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
Approve staff timesheet.
Ensure accurate and timely payment to staff.
Create and maintain staff and resident files. Conduct checks and references.
Help maintain the staff training matrix.
Record and monitor annual leave, sickness, trackers etc
Process pre-admission, admission and discharge documents etc.
Follow up and monitor any enquiries for potential new residents
Prepare contracts and invoices for new residents, plus process fees.
Process cash and cheques promptly.
Prepare a weekly list of outstanding monies.
Ensure correct receipt of orders from suppliers.
Support the centralised sales, purchase ledger, finance and payroll input systems.
Manage each resident's personal float and our petty cash.
Process invoices and enter them into a ledger.
Prepare banking for residents fees, lunch money, cheque exchanges etc.
Carry out monthly cheque, banking and cash book analysis.
Carry out any other financial tasks needed to support our Home.
Ensure our computer systems are maintained via Microsoft Office.
Support meetings, making sure they run smoothly and that minutes are kept.
Deal with any queries efficiently.
Develop and maintain good filing systems.
Assist with producing reports and statistics.
Ensure regular returns are completed on time.
Book medical appointments for residents and manage staff diaries.
Liaise with relatives.
Keep accurate records.
Be professional, welcome and friendly to visitors and residents and through telephone/email as the first contact for all those to reach out to the home and deal with all kinds of enquires.
Be capable of using Microsoft Teams and other Microsoft apps.
Support the Managers with administrative duties, help with clerical fillings and work with deadlines.
Deal with all mail, be it for the residents, staff or the home. Make DBS checks and require references for new staff.
Work with the Head Office Administrator and HR department on recruitment.
Requirements
You will need to be:
Able to plan and prioritise workload.
Professional in the presentation of self within the workplace.
Understanding of and committed to equality of opportunity.
Able to demonstrate track record of organisational improvement.
Comfortable working in a target driven environment and willing to step outside comfort zone.
Passionate about offering superior services and want to make a difference.
A glass half full person, with a sense of humour and a positive outlook.
A team player who engages well with others.
Strong communicator and influencer.
Positive, energetic and hard-working.
Flexible and adaptable to change.
Able to demonstrate strong skills in Excel, Word, Outlook and to be able to learn other applications.
Experienced in working to deadlines, working alone and as part of a team.
Experienced in handling data, numbers and reporting in detail.
Experienced with HR administration, payroll and bookkeeping.
Experienced in administration work in a health care setting.
Benefits
£12.00 per hour
16-20 hours available, depending on needs of candidate
Office hours, days & times to be agreed with client & candidate
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