JOB DESCRIPTION

Administrator

Reporting to:

Registered Manager/s / Finance Director

Job Purpose:

Provide administrative support to the Nursing Home on behalf of the Company which includes reception duties, general administration, invoicing and personnel duties

Main Responsibilities:

Resident Administration

• Assist the Finance Director with accounts, invoicing, contract, fees
• Register new residents, liaise with appropriate agencies and complete relevant documentation including new resident forms, amendment forms, monthly changes and circulate internally and externally as required using a secure format etc
• Assist the Registered Manager/s with day to day communication by liaising internally with the senior management team, all levels/grades of staff, the residents and their families, and externally with Social Services, CQC, BHCC, other councils, PCTs and other members of the MDT
• Liaise with external services such as chiropodists, dentists, opticians and hairdressers with support from the Registered Manager/s
• Process documentation which supports residents changing needs, which may include DOLs applications and renewals, funding applications etc
• Assist the Registered Manager/s with new resident enquiries, responding to vacancy enquiries and management of waiting lists
• Complete Audits of residents money with the Registered Manager/s on a bi-monthly basis

Household Administration

• Support the Registered Manager/s to notify Care Matching of room vacancies (daily when occupancy is below 100%)
• Handle all queries concerning the Nursing Home with the assistance from Registered Manager/s
• Feedback to the Finance Director regarding delivery notes, petty cash and all other invoicing
• Process Petty Cash once per month and send to Finance Director
• Liaise with maintenance staff and update request book
• Support all staff via general administration (i.e. printing) etc

Human Resources Administration

• Support the Registered Manager/s with staff rotas, annual leave applications and staff ‘off duty’ requests
• Maintain all personnel records and monitor all sickness absence
• Update NMDS with staff training details/new staff/leavers etc
• Prepare payroll production, timesheets and maintain accurate records of this process
• Assist Registered Manager with employment including placing job adverts, sending out application forms and job descriptions to prospective applicants
• Check all ID(identification) for new employers, process DBS applications, apply for work related references, process PIN No renewals via the NMC and support the Registered Manager/s with work related visas & appropriate employment documentation
• Update Spreadsheet for Agency Use and submit quarterly to the Directors

General Administration

• Assist with all general correspondence via the phone and/or in writing/ by email
• Filing of all correspondence
• Assist the Registered Manager/s with Compliance Audits and Monitoring
• Ordering of stock items/stationary/uniforms and other provisions as instructed by Finance Director/Registered Manager according to company policy
• Report all suspected and actual incidents in according with the Organisation’s Whistle Blowing policy
• Attend all mandatory training as per organisational policy, including other training as requested
• Other duties as required at the direction of the Registered Manager/Senior Management Team
• Maintain confidentiality at all times in line with DPA/GDPR and other relevant regulations, both in and out of work

Skills

• Must be able to speak good English and have effective verbal and written communication skills
• Good IT and keyboard skills, either RSAI or by experience
• Excellent organisational and time management skills
• Enthusiasm for the Company
• Must be able to act in a professional manner and be a good team player
• Ability to interact effectively with personnel at all levels

Contacts:

Residents, their families and friends, other staff members, senior management team, BHCC, PCT members and CQC representatives

Free to Act:

Use initiative in main responsibilities

This job description is subject to Organisational changes and demands.

PERSON SPECIFICATION

Administrator

Key Skills and Abilities

Essential

Desirable

• Excellent IT and keyboard skills
• Good communication skills, both verbal and written
• Good telephone skills
• Excellent organisational skills
• Ability to interact with Managers and personnel at all levels
• Experience of handling invoicing/accounts and petty cash
• Experience of reception duties
• Experience of stock ordering
• Able to work as a member of a team
• Respect confidentiality, dignity and privacy of residents & staff
• Previous experience within an administrator role
• Previous experience as a receptionist

Education and Qualifications

Essential

Desirable

• Qualified by experience in the role of administrator/receptionist
• RSAI Qualification
• NVQ L2 in Business Administration
• Knowledge of Microsoft Word/Office
• Knowledge of Excel

Knowledge

Essential

Desirable

• Understanding of equal opportunities
• Able to assist Finances Director with wage preparation
• Calculation of wages via timesheets
• Knowledge of basic human resources
• Knowledge of SAGE

Experience

Essential

Desirable

• Previous roles in dealing with the general public
• Previous roles in an adult care either NHS or private

Personal Attributes

Essential

Desirable

• Able to communicate with people of varying ages and differing backgrounds
• Reliable with a keen sense of responsibility
• A positive attitude to problem-solving and changing circumstances
• A sense of humour

Job location:

Whytecliffe Ltd

Job Type: Part-time

Pay: £14.02 per hour

Expected hours: No less than 25 per week

Benefits:

• Company pension

Ability to commute/relocate:

• Brighton BN2 8SL: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrator: 1 year (preferred)

Work Location: In person