Administrator

Job Title: Administrator

Reporting to: Registered Manager

Job Purpose

The administrator ensures that the business is administered in a professional manner, supporting the registered manager to run the company smoothly and achieve the business’ aims and objectives. The administrator acts as front of house, being the first point of contact for visitors and telephone enquiries, fostering a professional and caring image of the home. The administrator also keeps the management fully informed of all matters relating to the company.

**Job Duties**

Residents:

- Provide service information when potential clients make enquiries.

**Recruitment/Staffing**:

- Have a full understanding of the company’s recruitment and selection policy and follow the recruitment process for all new starters.
- Liaise with the HR team regarding current vacancies and recruitment advertising, as directed by the manager.
- Support the recruitment process, including shortlisting applicants and assisting with interviews for relevant posts.
- Oversee and support, where necessary, to ensure that the company’s recruitment spreadsheet is kept up to date.
- Liaise with all parties enquiring about job vacancies, ensuring that appropriate and timely action is taken.
- Log and keep up-to-date records of all staff sickness and absence, updating HR on any related queries, including long-term absence.
- Ensure that the computerised payroll system operates effectively, reporting any defects and using the system as directed by the support office. If the computerised system is unavailable, collect timesheets and prepare a timesheet summary for faxing to support office for approval.
- Keep up-to-date records regarding working time regulations for all members of staff after the manager has identified any for whom this may be applicable.
- Maintain all staff files to a good order.
- Liaise with HR in the event of any sensitive staffing issues.
- Record and keep up to date staff annual leave, both on a manual form and on the electronic system.
- Arrange and assist with staff meetings.

**General Administration**:

- Be responsible for the day-to-day running of the office.
- Support the registered manager to control business priorities through planning and checking on tasks and targets including training, NMC Pin numbers etc.
- Answer the telephone in a business-like and professional manner.
- Assist with front of house to ensure all visitors are met and welcomed to the office politely.
- Attend to daily correspondence and all other administration using word processing and spreadsheet packages, as appropriate.
- Ensure that all enquiries are logged onto the electronic system by the close of business each day and followed up appropriately.
- Prepare sales invoices and maintain the sales ledger, taking first-line responsibility for credit control.
- Place orders with suppliers and follow the requisition process as directed by the manager.
- Collect/deliver items from/to the GP surgery, as required.
- Photocopy and scan documents when necessary.
- Order stationery and other items, as required, following the correct authorisation procedures.
- Use every endeavour to promote the service to all external agencies including Social Services, NHS practitioners and members of the public in all day-to-day dealings.
- Help to market the company including preparing mailshots to contacts out in the community.
- Have a full working knowledge of the electronic system to upload enquiries, enter clients’ personal information and staff details, upload contracts, update documents due to expire and assist with rotas.
- Take the lead on archiving for the company, following the correct procedure.
- Be aware of CQC standards.
- Be aware of the basic codes of conduct (e.g. GSCC, NMC).
- Comply with all operational instructions and other management directives.
- Understand and promote the company’s core values and the philosophy of care.
- Maintain strict confidentiality regarding clients, staff and company business.
- Always follow the company’s written policies and procedures.
- Complete any mandatory training specified to ensure that you are competent to fulfil the responsibilities of your role.
- Share information, where appropriate, with key partners, working to data protection and Caldecott principles.

**Specific Qualifications/Skills/Attributes**
- Strong organisational and methodical approach to work with particular attention to detail
- Proficiency in using Microsoft Office
- Experience of working in an administrator role within a similar, busy environment would be beneficial
- Strong communication skills, both oral and written
- Excellent interpersonal skills including a polite and professional approach

This job description is not exhaustive and other duties may be required according to the needs of the company.

**Job Types**: Full-time, Part-time, Permanent
Part-time hours: 37.5 per week

**Salary**: £10.50-£11.50 per hour

**Benefits**:

- On-site parki