JOB DESCRIPTION
JOB TITLE: Regional Administrator
REPORTS TO: Operations Director
The role requires frequent travel between sites; therefore, applicants must have a full driving licence and access to a car. Travel will be required between Alexandra Care Home (NG10 4AA), Amber Lodge Nursing Home (DE24 8GT), and Willow Brook Care Home (NG4 3BG).
Key Responsibilities:
* System Administrator of Rosmead Healthcare computer systems, Coolcare and Access, ensuring that they remain up to date, functional and fit for purpose by Rosmead Healthcare's Homes.
* Ensure that the Managers and Administrators in each home are effectively trained and supported to utilise both Coolcare and Access correctly and efficiently.
* Preparation and distribution of the weekly operations report from Home Situation Reports to Directors and Rosmead Healthcare's Operations Manager.
* Maintenance and monitoring of individual home and regional Work Permit Register, ensuring that these are in place per home, with both home and group-based reminders set 6 months prior to expiry date, and that appropriate action is taken prior to the expiry date as per Home Office requirements. Regular liaison with Rosmead Operations Manager and Home Managers is essential.
* Ensure that all Work Permit documentation, including individual staff correspondence with the Home Office, is copied and filed within each home on staff personnel files. Regular liaison with Rosmead Operations Manager and Home Managers is essential.
* Management of all appropriate and timely recruitment (i.e. Nurses, Health Care Assistants, Cooks, Domestic etc.) for the Homes in the region, ensuring that recruitment costs are minimised and that agency use is nil.
* Overseeing the individual home's Enquiry Tracker for accuracy and relevance. Non-compliance to be highlighted to Operations Director, Operations Manager and specific Home Manager without delay.
* Provide assistance to Home Managers with Enquiry Generation and administration as necessary and appropriate, recording utilising the Enquiry Tracker.
* Overseeing the Rosmead Regional NVQ programme, ensuring enrolments as required by Home Managers and Operations Manager are actioned as required. Regular liaison with Rosmead Operations Manager and Home Managers is essential.
* Regular auditing of staff personnel files, ensuring that all relevant documentation is included. Where documentation is required, taking full responsibility to ensure that this is provided immediately. Non-compliance to be highlighted to Operations Director, Operations Manager and specific Home Manager without delay.
* Carry out or participate in any other Home audits when required to do so by the Operations Director or Operations Manager.
* Assist the Home Managers with debt reviews and collection on a monthly basis, ensuring debts are kept to a manageable level.
* Responsible for chasing up Social Service and NHS contracts and assisting the Managers to ensure debts are kept to a reasonable level.
* Booking and scheduling of any staff agency shifts as required by Home Managers, Operations Director or Operations Manager, utilising the Rosmead Healthcare Agency Preferred Supplier List.
* Organisation and chairing of monthly administrator meetings, ensuring that these are constructive, productive and minuted.
* Provide assistance with Home inspections, ensuring that all necessary action is taken prior to/following inspections and that full co-operation is provided throughout.
* Appropriate dealing with, and management of, all necessary correspondence.
* Attendance at all necessary meetings and ensuring that minutes are taken and distributed to relevant staff.
* Any other duties as designated via Directors, Operations Director and Rosmead Healthcare Operations Manager.
Person Specification
Abilities and Attributes
* Good telephone manner
* Good interpersonal skills
* Positive approach to staff training and development programmes
* Positive commitment to own personal development
* Commitment to research and development
* Effective verbal and written communication skills
* Self-motivated
* Ability to prioritise workload and work under pressure
* Ability to work on own initiative
* Ability to present information clearly and concisely, verbally and in writing, to diverse groups of people
* Able to maintain confidentiality
* Commitment to equal opportunities
* Willingness to be flexible and enthusiastic
Qualifications and Experience
* Minimum general education to GCSE standards grades A–C or equivalent (essential)
* At least 3 years' administration experience (essential)
* Good current knowledge of Word, Excel, Outlook, Access and PowerPoint (essential)
Circumstances
* Full driving licence (essential)
* Car owner (desirable)
Because of the nature of our business, you are required to submit a Disclosure and Barring Service application. Any enhanced disclosures made by the DBS will remain strictly confidential.
Job Type: Full-time
Pay: Up to £37,000.00 per year
Benefits:
* On-site parking
Experience:
* Administrative: 3 years (preferred)
Willingness to travel:
* 100% (preferred)
Work Location: In person