Administration Assistant/receptionist

We are seeking a **Receptionist/Administrative Assistant** to join our team

**Reports to: Administration & Quality Manager**
- To be directly responsible to the Administration & Quality Manager and work alongside the Manager of the Home.
- To learn and understand the Care Quality Commission Regulations and the Homes policies and procedures.
- Keep abreast of all new legislation, Government Guidance etc.
- Populate spreadsheets of financial transactions throughout the month and where delegated correlate for the Administration & Quality Manager and Financial Administrator.
- To answer the phone and front door to deal with all enquiries e.g. deal with, delegate or take messages ensuring an accurate record is kept of all actions taken if asked to do so by the Home Manager.
- Welcome visitors to the home, accompany them to the residents and offer refreshments.
- Take minutes at meetings e.g. team meetings, type up, seek approval of them and to then distribute to the appropriate people as soon after the meeting as possible.
- Check that all invoices are correct e.g. goods received, have been authorised by a manager and scan onto the system for payment.
- To ensure all residents fees are paid on time escalating any late or non-payment of fees to the Financial Administrator, Leanne Ross.
- To ensure invoices are issued for respite, temporary and day care residents.
- To ensure a fee schedule for permanent residents is issued on an annual basis, or when a residents circumstances change.
- To ensure the standing order mandate for permanent residents is issued and in place.
- To issue invoices for additional charges e.g. accompanying residents on appointments.
- Ensure Variation Form is issued and standing order mandate when fees increase due to e.g. “Bolt Ons” or due to change of room.
- Ensure any increase in fees e.g. following annual review by Trustees is implemented and obtain any shortfalls. Escalate any non-payment or shortfalls to the Financial Administrator.
- To ensure adequate supplies of petty cash are obtained via the Financial Administrator, keeping the balance within the agreed limits.
- To make sure all petty cash transactions are signed for by 2 people.
- Maintain a record of all staff information including DBS number, start date, leave date and vaccinations.
- To write letters of e.g., thanks for donations or of condolence and as deemed appropriate by the Management Team ensuring Trust standard stationery is used.
- Ensure all TV Licenses are obtained for the residents, including the communal areas.
- Ensure that if required by the resident, that they are on the electoral register and have a postal vote.
- Ensure all paperwork is complete for staff e.g. references, DBS checks, sickness & holiday records with support from the Administration & Quality Manager.
- Maintain and audit accurate staff personnel files, collating any outstanding documentation.
- Ensure there are always adequate copies of all paperwork required.
- Ensure there are always adequate stationery supplies and place orders as and when required using the Trusts nominated suppliers.
- Filing as necessary for the Administration & Quality Manager.
- Archiving and cataloguing of records using the Trusts external secure archiving provider in accordance with GDPR regulations.
- Go out and purchase any urgent requirements. (Business mileage will be paid at 0.45p per mile)
- Attend training relevant to your role.
- Attend staff meetings.

Any other duties as deemed necessary by the Administration & Quality Manager.

**Job Types**: Full-time, Permanent

**Salary**: £12.91 per hour

**Benefits**:

- Company pension
- Discounted or free food
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme

Schedule:

- Monday to Friday
- No weekends

**Education**:

- A-Level or equivalent (required)

**Experience**:

- Customer service: 2 years (required)
- Administrative experience: 2 years (required)

Work Location: In person

Reference ID: Admin0823