Office Administrator

_**Job Description for Administrator**_

**Job Purpose**
- To be responsible for the business administration and co-ordination of the Care Home.
- To support the Home Manager or their designate in administrative management of the home

**Skills, knowledge and qualifications**

**Required**:

- Good numerical and word processing skills
- Knowledge / experience of MS Word and MS Excel and MS Outlook
- Knowledge/experience of Case Management Systems
- Good communication and organisational skills
- Friendly, confident, well-presented and customer-focussed
- Professional telephone manner
- Genuine interest in working within a caring environment
- An appreciation of need for confidentiality
- Satisfactory DBS check and check against the ISA List (where applicable)

**Desired**:

- Working knowledge of systems such as Coolcare, Fusion, Cold harbour or other case management systems.

**Reporting to**:Home Manager or their designate

**Main responsibilities**
- Maintain accurate and complete financial records of the Care Home in line with Company policies and procedures, using computer and manual systems.
- Process receipts of monies against Clients’ accounts and maintain records.
- Prepare and submit relevant financial information and contracts to Head Office with regard to new admissions to ensure that invoices to Clients, Local Authorities or person so responsible are produced accurately and promptly.
- Ensure continuity of the Payroll.
- Check accuracy of timesheets on a weekly basis using computer and manual systems.
- Maintain complete personnel files for Employees (including staff attendance records) and upload onto case management system in line with the Company’s policies and procedures.
- Maintain complete financial records for Clients in line with the Company’s policies and procedures.
- Provide administrative / secretarial support to the Home Manager including (but not limited to) supporting staff interviews, typing, filing, and dealing with correspondence, managing employee sickness and holidays within given timescales.
- Operate office equipment such as fax, photocopier and computer as required.
- Answer the telephone, respond to enquiries from Clients and Visitors at Reception, and re-direct enquiries in a friendly and efficient manner where appropriate.
- Maintain stationery supplies.
- Order and maintain records of Staff Members’ uniforms.
- Participate in Staff and Client meetings, as and when required (this may involve evening work).
- Show potential Clients around the Care Home, in the absence of the Home Manager and/or their designate and generally be involved in the overall marketing of the Care Home.
- Prepare and display information leaflets and posters, send out brochures etc., as and when required.
- Attend mandatory training days/courses, on or off site, as and when required.
- Maintain professional knowledge and competence.
- Report immediately to the Home Manager, or Person in Charge, any illness of an infectious nature or accident incurred by a Client, colleague, self or another.
- Report to the Home Manager, or the Handyperson, any faulty appliances, damaged furniture, equipment or any potential hazard.
- Maintain confidentiality in all aspects of daily work.
- Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
- Notify the Home Manager, or the Person in Charge, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
- Ensure the security of the home is maintained and that all records are kept confidentially.
- To order newspapers as requested for residents.
- To deliver post to residents and keep confidential.
- To support the manager in rota formulation and to support the manager to cover shifts by contacting members of staff.

This Job Description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.

The Company reserves the right to amend this Job Description from time to time, according to business needs and welcomes your suggestions to improve the post.

Please sign, print your name, and date below to indicate your acceptance of this Job Description.

**Salary**: £11.25 per hour

Schedule:

- 8 hour shift

COVID-19 considerations:
We follow the most up to date Government Guidance

Ability to commute/relocate:

- REDCAR: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 1 year (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: One location