Administrator

**Job Title
- Administrator**

**Reports to Manager**

**Principal Responsibilities**

1. To ensure the smooth and adequate flow of information within the company. To implement and maintain administration as determined by Maple House policies and procedures in addition any external monitoring requirements.

2. Manage schedules and deadlines per the company requirements.

3. Maintain Health and Safety in the office environment

4. Maintain communication with the organization suppliers and updated with latest offer.

5.

6. Keep in line with all organizational changes and business development

7. To provide administration support to Maple House, to include co-ordinating support and attending meetings and taking minutes

8. Ordering of materials and equipment needed in the home as directed by the manager. Equipment must have an up-to-date service record.

9. Prepare and file service user and staff records.

10. To provide a secure and establish filing system of the Home that has a retrievable storage of documents and in line with Data Protection Act. Ensure that all records are in good state of repair and are kept safe.

11. Provide Nourish Support system to the staff. Nourish devices must be functioning and any faulty devices to be sent for repair.

12. Maintain full function work environment including telephones and computers. Faulty equipment’s to be reported to the engineers.

13. Full service from outside agency for the health and safety of the Home must be documented and with valid up to date certificate.

15. Answer the telephone and either handle the caller’s request or query or direct callers to the most appropriate person.

16. To inform the company accountant if staff has resigned for the processing of their P45.

17. Day to day regular updates to be given to the Manager from the administrative perspective.

18. Assist Manager in monitoring staff annual leaves, sick leaves, absence, and work time sheet record.

19. Maintaining and updating staff records and contracts.

20. To process all incoming and outgoing mails.

21. To assist Manager in all aspects of business planning and other initiatives.

22. To assist new staff induction per check list and induction policy requirements.

23. Ensure accurate inventory controls are in place to minimise stock loss

24. Petty cash management and keeping record.

25. To assist the manager in evidencing and completing the reports on IPC and Workforce Grant Contracts.

26. To work with the management in keeping up to date records of mandatory staff trainings and other training records at Maple House.

27. Maintaining Covid 19 vaccination records and other vaccination for all staff and residents.

28. On time submission of payroll to the head office.

29. On time submission of invoices to the head office.

30. Pension Scheme to be offered and explain to new staff.

31. Assist external auditors and accounts with Audit field queries for the financial year

32. Assist in production of information for audit and inspection.

33. Provide administrative support to other members of the team, such as:

- filing
- pulling of records
- word processing
- copying
- preparation of documents.

**GOAL**

The goal is to ensure all activities are carried on efficiently and effectively to allow the other operations to function properly.

**REQUIREMENTS FOR ADMINISTRATORS**

**Skills**

1. Proven experience as administration

2. In-depth understanding of office management procedures and legal policies

3. Familiarity with financial management principles

4. Proficient in MS Office and with the Nourish system

5. Excellent organizational and abilities

6. Leadership skills

7. Good communication skills

8. Receive recorded and communication information and message in accordance with the home’s procedures

9. To provide a quality and reliable service to clients, relatives, care managers and contractors

10. To commit to the provision of a client focused service

11. Receive, record, and communicate information and messages in accordance with the home’s procedures

12. Plan and coordinate administrative procedures and systems and devise way to streamline processes

13. Maintain effective communication with organizational supplies

Schedule:

- Monday to Friday