Home Administrator

Job Description

OUR VISION

To improve the lives of our residents and the communities we serve by consistently delivering special resident experiences and to be the best place to work in the care sector

Main purpose of the role

To provide comprehensive administrative support to the Home Manager and ensure the effective operation of administrative systems and processes.

About The Role

Main duties and responsibilities

1.      Responsible for supporting the centralised sales, purchase ledger, and payroll systems by providing accurate information to meet required deadlines

2.      Draft standard communications including letters and emails on behalf of the Home Manager

3.      Provide first point of telephone and face-to-face contact for visitors and callers to the Home.

4.      Devise and maintain databases and spreadsheets

5.      Collate statistics and produce reports.

6.      Produce documents and presentations from materials provided

7.      Responsible for petty cash returns

8.      Responsible for the provision of weekly/monthly submissions to the Managing Director or Central Support functions including Finance, HR, Payroll, Legal

9.      Assist with the maintenance of effective filing systems including resident files and personnel files for each colleague

10.  Assist the Home Manager in all elements of the recruitment process; utilising online recruitment tools, arranging interviews and ensuring all relevant documentary requirements such as references, criminal record checks and other regulatory compliance checks are carried out.

11.  Responsible for an organised and effective archiving process, ensuring that files are stored safely and securely and can be easily retrieved

12.  Responsible for the opening and redirection of incoming and outgoing mail and email from the Home

13.  Attend meetings in the Home, produce complete and accurate notes/formal minutes and co-ordinate the circulation of information and action points immediately following the meeting. Devise and operate admin systems in support of functions within the Home

14.  Analyse information and produce reports including complex reports

15.  Assist the Home Manager with preparation for regulatory and other inspections and visits

16.  Assist the Home Manager with marketing activities, providing initial information and best advice in response to enquiries

 

Where there is an Administrative Assistant(s) team, the Home Administrator will also be required to:

·         Provide on-the-job training

·         Promote positive team working

·         Provide line management support to Administration Assistants

·         Be responsible for own practice and directly managed colleagues

 

General Responsibilities

·         To be responsible for the health, safety and welfare of yourself and others whilst at work, including colleagues, residents and visitors to the Home and for alerting the officers responsible to any hazards or potential risks to health and safety.

·         To be fully conversant with the Beaumont policies relating to Safeguarding of Vulnerable Adults and Whistleblowing.

·         To ensure compliance with the Beaumont Information Governance Policy, maintaining an appropriate level of confidentiality around issues that may be personal or commercially sensitive.

·         Establishing and maintaining positive working relationships both with colleagues, residents, visitors and other health professionals and agencies.

·         To act as an ambassador for Beaumont’s Vision and Values.

·         To promote equality and diversity at all times and across all work activities.

·         To adhere to Beaumont policies and procedures.

·         Attend mandatory training days / courses, on or off site, as and when required

·         To undertake any other duties and accountabilities which would be lawful, reasonable and appropriate to the role.

Skills Needed

About The Company

Beaumont Care Homes have residential and nursing homes across Northern Ireland; in Belfast, Bangor, Ballymena, Comber, Donaghadee, Dunmurray, Jordanstown, Hillsborough, Holywood, Lisburn, and Newtownabbey – So there’s always a Beaumont Care Home nearby. We aim to provide a safe, clean, relaxed and homely environment for all our residents, where care, well-being and comfort are of prime importance and where our staff feel is the best place to work in the care sector. The atmosphere in all our homes is welcoming and inviting whilst our healthcare staff are professional and ready to care, delivering a home-from-home feeling that helps the transition from home or hospital easier and less stressful. Beaumont Care Home’s staff undergo regular training to guarantee they provide the best one-to-one and person-centred care possible. All our staff are encouraged to develop their skills and continue on a career pathway.As a company, we believe in healthy, homemade food, and our trained chefs prepare tasty, exciting, and appealing meals to various tastes, regardless of appetite or culture.

Company Culture

Beaumont Care Homes offer varied activities, from trips out and summer fetes to indoor activities including arts and crafts, pamper sessions and visiting entertainment. As well as visiting dog therapists and other animals, intergenerational activities are encouraged involving local nurseries and schools.Our team of healthcare professionals and the safe, comfortable accommodation at Beaumont Care Homes Support people living with dementia, whilst also providing nursing care along with other specialist care services. We can also offer respite care in our homes.We want people to join Beaumont Care who wish to work with older and vulnerable people. Ideally, we are looking for someone who is caring and has a can-do attitude. Is that person you?Our senior managers have often begun their working life as carers, which we recognise are essential to our service, and then climbed the career ladder to become Home and Regional Managers.

Desired Criteria

Required Criteria

Closing DateTuesday 30th April, 2024

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