Office Administrator
4 weeks ago
Care Home - Office Administrator
Part Time
Flexible hours 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.
Approving staff timesheets.
Making sure that our team gets paid accurately and on time.
Creating and maintaining staff and resident files. You'll do checks and references.
Helping to ensure that the staff training matrix is maintained.
Recording and monitoring annual leave, sickness, trackers etc
Processing pre-admission, admission and discharge documents etc.
Following up and monitoring any enquiries for potential new residents
Preparing contracts and invoices for new residents, plus processing fees.
Processing cash and cheques promptly.
Preparing a weekly list of outstanding monies.
Making sure that our orders from suppliers are received and correct.
Supporting the centralised sales, purchase ledger, finance and payroll input systems.
Managing each resident's personal float and our petty cash.
Processing invoices and entering them into a ledger.
Preparing banking for residents fees, lunch money, cheque exchanges etc.
Carrying out monthly cheque, banking and cash book analysis.
Carrying out any other financial tasks needed to support our Home.
Ensuring our computer systems are maintained via Microsoft Office.
Supporting meetings, making sure they run smoothly and that minutes are kept.
Dealing with any queries efficiently.
Developing and maintaining good filing systems.
Assisting with producing reports and statistics.
Making sure that regular returns are completed on time.
Booking medical appointments for residents and managing staff diaries.
Liaising with relatives.
Keeping accurate records.
Being professional, welcoming 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 enquiries.
Being capable of using Microsoft Teams and other Microsoft apps.
Supporting the Managers with administrative duties, helping with clerical fillings and working with deadlines.
Dealing with all mail, be it for the residents, staff or the home. Making DBS checks and requiring references for new staff.
Working 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 wanting 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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