Administrator

Job Description

The Administrator is part of the care team and as such will have some contact with residents. The Administrator/Receptionist must maintain a friendly manner when working with or near Service Users, relatives and visitors.The Administrator must maintain confidentiality about all issues discussed in the office regarding residents, the Home and staff and must never discuss any of the issues outside of the Home.Main duties:Promote the Company Mission Statement at all times.To work closely with Care Manager, assisting in any matters arising, maintaining continuity in day-to-day running in Managers absence and ensuring Manager is aware of all relevant information.Deal effectively with all enquiries, either Service Users, Head Office, Social Services, Regulators and sales representatives, and any other outside agencies.To deal with all visitors enquiring about room vacancies, showing them round the premises and giving brief description of the Home’s daily routine; and where feasibly possible regarding fees and assistance available for funding. To request the assistance of the Manager in first instance or Person in Charge to deal with the care matters.Issue Offer of Acceptance letter and contract to new residents/families and attach to system.Ensure Residents’ contracts are accurate and up to date, and have been forwarded to Head Office, attached the Residents Record within Income Processing and a hard copy is retained in the home’s Residents Financial File, i.e. Residency Agreement, Local Authority contracts and FNC confirmation letter/ Maintain residents records on the computer system.To complete the Residents’ Monthly Audit accurately and within the timeframe given to ensure the accurate billing is produced.Record billable extras on Income Processing, produce report to attach to relevant invoice and send to Head Office for payment to supplier.To ensure that all payments received are recorded in the appropriate way and information communicated to Head Office staff.Assist with the care and safe keeping of Service Users’ personal property and property belonging to the Home.Responsible for maintaining the Home’s Petty Cash, along with the Home Manager.To assist the Care Manager with the ordering of supplies in line with company policy and expenditure requests from a list of preferred suppliers in line with pre-approved budgets. Ensure all purchase invoices are submitted to Head Office in a timely manner along with correct authorisation, delivery notes and purchase orders if required.Record all purchases on the company credit card, upon receipt of statement, collate all receipts along with authorisations and return to Head Office within specified timeframe.Assist Care Manager with the general appearance of the Home, ensuring that high standards are maintained throughout.Obtain adequate knowledge of organisational communication systems and pathways for information and ensure compliance in a timely and efficient manner.Type out any letters etc., at the request of the Care Manager or the Person in Charge.To assist in dealing with any relatives/Service Users/staff complaints and seek the assistance of the Care Manager.To assist in end to end recruitment processes including advertising, interviewing, offers, completion of new starter file documentation including right to work checks, DBS application and ongoing checks, reference requests in line with company policy and procedures and liaising with the recruitment team at Head Office as needed.To assist with the induction of new starters, ensuring they are welcomed in to the team. Informing the People Champions of any offers made/new starters.Assist in HR Processes like absence reports, update records in relation to sickness , absence, holidays, ensure disclosure and right to work information is kept up to date and assist in rolling out document updates.Ensure all staff records are correct and up to date, both in the home and that Head Office have received all information i.e. New Starter Forms, including bank details, P45s etc using the appropriate documentation from the Corporate Pack and the computer system is updated accordingly.Working accurately to deadlines set for daily, weekly and monthly tasks and reports within the home and for Head Office.Maintain good housekeeping of all systems ensuring current status at all times i.e. E-Learning, DBS, Careblox and Income Processing.Archiving relevant documentation in line with company policy and procedures.Communication:Maintain confidentiality at all times in relation to the current data protection legislationDevelop and maintain a good rapport with Service Users, relatives and visitors, being polite and courteous at all times. When answering the telephone, ensure professionalism at all times and any that messages taken are accurate and dealt with effectively.Use equipment relevant to the role , safelyand report any defects to the Care Manager.Report incidents involving Service Users, staff or visitors immediately to the Person in Charge where witnessed or directly involved.Attend staff and residents’ meetings as required, take minutes, file and send as necessary and in a timely manner.Adhere to the Computer Policy as per the Policy Manual and Employee Handbook.Understand the importance of correct record management and own personal responsibilities in maintaining this through passwords, storage of documentation, and sharing information ( both paper based or on electronic systems).Report breeches of records security to line manager or the Caldicott Guardian.Person Specification:ProfessionalThe Administrator will preferably hold relevant qualification in administration or be willing to work towards one. They will also show a willingness to participate in continuous improvement and vocational training programmes.Have an understanding of the Health and Social Care Act 2008.ExperienceDemonstrate basic computer knowledge, specifically use of Word, Excel and email.Have good organisational skills and be able to manager time and workload effectively in a fast paced environment.Have a general knowledge of payroll and financial processes.Able to demonstrate an ability to manage pressure, prioritise tasks and communicate effectively at all levels.Genuine interest in working in a care environment.GeneralHave an understanding of and empathy with older people.Take a lead where needed and also be a team player.Required to work in a physically and mentally demanding environment.