Part Time Administrator

**Job Title**: Administrator

Hours: 16 hours per week to start moving to 37.5 hours within a year

**Reporting to**: Home Manager

**Job purpose**: To be responsible for the smooth-running of the administration of the

Care Centre.

**Skills, Knowledge & Qualifications**

**Required**:

- Good numerical and word processing skills
- Knowledge/experience of MS Word and MS Excel
- Friendly, confident, well presented and customer focused
- Professional telephone manner
- Genuine interest in working within a caring environment
- An appreciation of need for confidentiality
- Good communication and organisational skills
- Confident team player
- Satisfactory Policy Check and check against the PoVA list
- Ability to work on own initiative

**Desired**:

- Knowledge/experience of MS Outlook
- Previous experience of accounting computer packages
- Previous experience of book keeping/administration

**Main responsibilities**

**Administration**
- Maintain accurate and complete financial records of the Care Centre in line with

Company policies and procedures, using computer and manual systems
- Prepare and issue regular Management Reports within prescribed timescales
- Process receipts of monies against Service Users accounts. Maintain records
- Prepare and submit relevant Service User financial information to Head Office to ensure invoices to Local Authorities are produced accurately and promptly.
- Ensure invoices to Service Users are produced accurately and promptly.
- Follow up settlement of same using manual records.
- Ensure continuity of the Payroll
- Arrange accurate calculation of gross wages on a weekly basis using computer and manual systems.
- Maintain Staff attendance records
- Maintain complete files for Service Users and Staff Members in line with the

Company’s policies and procedures

Administrator
- Provide administrative/secretarial support to the Home Manager e.g. typing, filing, dealing with correspondence etc. within give timescales
- Operate office equipment such as fax, photocopier and computer as required
- Answer the telephone, respond to enquiries from Service Users and Visitors and direct enquiries in a friendly and efficient manner
- Maintain stationery supplies
- Order and maintain records of Staff Members uniforms

**Communication**
- Participate in Staff and Service User meetings as required
- Take notes of meetings as required by Home Manager

**Marketing**
- Actively market the Care Centre and promote a positive personal and professional profile within the local community, ensuring the good reputation of the Care Centre at all times
- Show Visitors round the Care Centre in the absence of the Home Manager
- Prepare and display information leaflets and posters, send out brochures etc as and when required

**Training and Development**
- Maintain and improve professional knowledge and competence.
- Attend mandatory training days/course, on or off site as and when required
- You will be expected from time to time to assist in new staff members induction.

**Health & Safety**
- Report immediately to the Home Manager or Person in Charge any illness of an infectious nature or accident incurred by a Service Users, colleague, self or another
- Understand, and ensure the implementation of the Care Centres Health & Safety policy and Emergency and Fire procedures
- Report to the Home Manager or the Handyperson any faulty appliances, damaged furniture or equipment or any potential hazard
- Promote safe working practice in the Care Centre.

**Infection Control**
- It is your responsibility to read and understand the homes Infection control Policy and to ask questions that you may not understand?
- Complete the homes Infection Control Training
- Report any infection control issues immediately to your Home Manager, alert your person in charge.
- Share your knowledge and understanding of Infection Control with your work

Colleagues to ensure the safety of all staff, visitors and residents.

Administrator

**Safeguarding**
- It is every staff members responsibility to ensure that they have read and understood the homes Safeguarding Policy, and to ask questions for any areas they do not understand.
- Every staff member must complete the homes Safeguarding training
- Staff have an obligation to all residents to report any incidents that they feel may be a safeguarding issue to their manager or senior staff.
- It is every staffs responsibility to know the process for reporting safeguarding concerns to the local safeguarding teams, Contact numbers for this should be found posted around your home, if you cannot find them it is your responsibility to ask.

**General**
- Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties
- Notify the Home Manager or Person in Charge as soon as possible of your inability to report for duty and also on your return to work from all periods of absence
- Promote and ensure the good reputation of the Care Centre and Bon