Office Administrator

A fun, friendly care home - Hollybank Care Home.
- £600 signing bonus
- £500 refer a friend scheme
- Free train travel from designated areas
- Free on-going training & support
- Free meals, beverages & uniform
- A rewarding job you will love
- Free onsite parking

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.

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 employees on HR benefits associated with Pearlcare.
- Ensure all new members of the team complete their ind