Office Administrator

**JOB TITLE**:Office Administrator

**REPORTING TO**:Home Manager / Head office

**Hours**: 30 Hrs per week

**JOB PURPOSE**:To manage the administrative procedures within the home alongside the Home Manager and to provide reception cover, promoting the home and company to potential customers, appropriate authorities and colleagues in a caring and professional manor. Assist the manager for the day-to-day running of the Care Home, and ensure that all Company policies and procedures, and all legal requirements, are adhered to within the defined timescales.
- £500 bonus on successful completion of a 6month prohibitionary period
- £500 refer a friend scheme*
- Free meals and beverages when on shift
- Personal & career development
- Support from management always ensuring employees feel valued
- A rewarding job you will love

**SKILLS, KNOWLEDGE & QUALIFICATIONS**

**Required**:

- NVQ Level 3 or equivalent in administration
- Previous administration experience
- GCSEs or equivalent including Maths and English
- Recruitment and selection inc HR
- Satisfactory Enhanced Disclosure Barring System check (DBS)
- Satisfactory Independent Safeguarding Authority check (ISA)
- C.Q.C awareness and Social Services/ Contracts & Monitoring

**Desired**:

- Ability to communicate effectively at all levels
- Experience in working within this sector
- Motivated and able to work to deadlines in a busy environment

**MAIN RESPONSIBILITIES**

**Administration**:
Reception / Entrance area is tidy and information displayed is up to date and available, and creates an impression.

Visitors are made to feel welcome and the visitor’s book is completed.

To answer the telephone promptly and deal with enquiries in a helpful, courteous and welcoming manor, being aware of the need to maintain confidentiality at all times regarding staff and residents.

Liaise and build relationships with relatives, residents, professional service providers and visitors.

Comfort relatives at times of distress ensuring that they receive privacy and empathy

Undertake the position of appointee for residents without a living next of kin or any other person willing to accept the responsibility.

To perform secretarial / clerical duties as required by the Company/ Manager

To ensure all correspondence received is date stamped and receives prompt attention.

To ensure that the homes filing system is maintained accurately and promptly.

Ensure that when absent from the workplace key individuals are up to date with the location of files, equipment, contact details of relevant people/agencies in order to provide a service.

To provide administrative and clerical support and other support as may be requested from time to time by the Manager, Regional and Head office.

Letter writing, or minutes of meetings along side action plans

Activity posters and event planning for the months ahead, also helping to arrange events coming into the home.

**Budgetary / Financial Control**:
Undertake purchase ledger responsibilities including ordering, and sourcing/ obtaining quotes, reconciliation of delivery notes and payment of invoices.

Undertake sales ledger responsibility’s including.

Personal care is in place in a timely manor, and paper work is in place along side contracts.

Manage petty cash, resident’s monies and staff meal monies.

Deposit cash/cheque monies as required at the designated bank.

Undertake credit control - chasing debts and late payments.

Where necessary in accordance with company guidelines ensure that private residents. Billing accounts are accurate and up-to-date.

To provide all information that may be required by Head office book keeping department in particular all information required for the production of monthly accounts.

**Human Resources (HR)**:
Adhere to, and implement, all HR policies & procedures

In the absence of the Home Manager, in conjunction with the Regional Manager, endeavour to fill any Staff vacancy by advertising in the job centre/press.

Interview for new Staff Members with the Home Manager as and when required, in line with the Company’s Recruitment policy.

In the absence of the Home Manager, maintain correct records of working hours of all Staff Members.

In the absence of the Home Manager, monitor and control sickness absence in line with Company policy (in conjunction with the Regional Manager, where appropriate).

Ensure all Staff Members are aware of the Company’s Whistle blowing procedure.

In the absence of the Home Manager, implement and manage the Company’s Discipline and Dismissal policies and procedures, and Grievance policies and procedures (in conjunction with the Regional Manager, where appropriate).

Maintain training records for both mandatory and regulatory requirements.

Undertake DBS Checks on new starters, and renew dates for existing staff.

Recruitment folders are ready for new starters, and paper work is completed for Head Office

Order uniforms, badges where they are in use.

Advise emp