Reception Administrator

Our client, a respected and award-winning Residential Home requires a Reception Administrator to join their busy team.

Within this key role you will deliver the administrative functions within and play a key role in the efficient running, through day to day management of the set staffing rota. You will be a Company ambassador in a busy reception setting, as you take calls, receive visitors and handle queries from colleagues, customers and external visitors. You will be very much part of the organisation's family ethos with links to the dedicated central support team who will assist you to learn and grow your skills in your career as part of the dynamic family business.

Main Duties

Management of staff rota and staff files/administration

1. Manage of the online rota management system to ensure cover is maintained, including unplanned absences and planned training and holiday, ensuing cost-effective cover is maintained – with the Home Manager's support.
2. Manage agency usage – carry out appropriate checks, ensure agency usage is at minimum possible.
3. Manage staff files – maintaining them so they are complete and orderly. Prompt filing, both paper and digital. Maintain confidentiality and archive as appropriate, according to the policy.
4. Manage and carry out all administration relating to the staff recruitment and selection process – including taking initial job enquiry, sending our application pack, pre-employment checks, job offer pack, preparation of probation pack, updating relevant databases and the HR software. Follow up on any outstanding checks/documents.
5. Arrange job interviews with the Home Manager.
6. Record staff absence in accordance with current procedure
7. Approve or decline staff holidays in accordance with current procedures.

Co-ordination of staff training

1. Manage the staff training allocation, invites and the training register - with reference to the staff rota.
2. Ensure all mandatory training is attended.
3. Maintain up to date training database/HR software. Follow-up where required (e.g. non-attendance issues).

Reception and general administration duties

1. As the home's primary contact, play a key role in communications; manage the reception diary, use the switchboard, deliver messages promptly, greet visitors according to the procedure.
2. Assist the manager in the enquiry and admissions process, showing potential customers around the premises when appropriate and collating relevant information to pass to the manager.
3. Open and date-stamp incoming post, ensure prompt distribution, especially to residents.
4. Direct deliveries
5. Greet all visitors in warm and welcoming manner, establish their identity, offer refreshments if they have to wait to be seen.
6. Site security; challenge visitors (regarding their identity) politely and confidently as appropriate. Ensure external contractors of internal visitors wear their lanyard and complete the relevant on-site visitors/ contractors' book.
7. Handle day to day queries. Manage own time in this regard – be able to prioritise and manage others' expectations in very busy times.
8. Support the Home Manager and Deputy Manager as and when required.
9. Support your other administration colleagues-covering their critical duties during their holidays or other absence, e.g. coding invoices, generating resident occupancy data for head office.
10. Take notes at confidential meetings involving the Home Manager or Deputy or their nominated representative. Type up the notes promptly, according to Company standard.
11. Oder stationery, issue and re-order as appropriate and keep within stationery budget. Ensure adequate stocks of standard forms at each nurse base.
12. Assist the Home Manager with prior preparation and facilitation on the day of audits or inspections from external/regularity bodies (e.g. CQC, Environmental Health). Assist as appropriate in the Company's internal quality control audit system.

Data Protection and confidentiality

1. Perform all work activities with strict adherence to data protection and confidentiality obligations, and with utmost discretion.

This is a full time, temporary to permanent role offering an annual salary of £18,000. Please note due to the nature of the position only applicants with an enhanced DBS may apply.

This is a fantastic opportunity to join a progressive company who can offer further training and opportunities to progress.

If you would like to apply for this role, please send your CV to James at Red Recruitment today

*We aim to reply to all applications within 48 hours. By applying for this position you give your consent for us to keep your CV for up to 3 months. In the event that you have been unsuccessful for this position, we will retain your details should anything else suitable become available. Please request in writing should you not wish us to retain your details for this purpose. Your details will not be shared with any third party without your express permission.