Job Purpose
To provide effective administration support within the Care Home, ensuring accurate record keeping, timely reporting, compliance with regulatory standards, and smooth day-to-day operational functioning. The Administrator plays a key role in maintaining care home documentation, financial logs, recruitment records, and organisational audits. Flexi hours to be discussed at interview.
Administrative Responsibilities
* Maintain accurate and up-to-date office records and filing systems.
* Provide administrative support to the Home Manager and Deputy Manager.
* Answer telephone calls, greet visitors, and manage enquiries professionally.
* Ensure confidentiality and secure handling of all sensitive information.
* Maintain staff rotas when delegated.
Matrix Management & Compliance
* Update training matrixes daily or as required.
* Maintain competency and supervision matrixes, ensuring accuracy and timely updates.
* Support managers in identifying overdue training, competencies, or supervisions.
* Ensure documentation meets internal and regulatory standards.
Audit Responsibilities
* Complete staff file audits covering a minimum of 10% of staff per month.
* Support managers in preparing for compliance inspections and quality reviews.
* Conduct financial audits including petty cash, personal allowance logs, and other required finance checks.
* Identify discrepancies and promptly elevate findings.
Financial Responsibilities
* Record and maintain accurate personal allowance logs.
* Record petty cash transactions and ensure receipts are filed correctly.
* Prepare monthly financial summaries for management.
* Support residents' families with financial documentation when appropriate.
Recruitment Administration
* Conduct initial recruitment checks including right-to-work, referencing, and DBS tracking.
* Ensure staff files are complete prior to commencement of employment.
* Maintain recruitment trackers and update the Home Manager regularly.
* Schedule interviews and support onboarding processes.
Reporting Responsibilities
* Record and report home occupancy figures as per Lotus Care reporting schedules.
* Ensure daily, weekly, and monthly reports are submitted accurately and on time.
* Assist with data entry for internal and external reporting requirements.
Training & Professional Development
* Complete mandatory training required by Lotus Care.
* Participate in ongoing training, refresher sessions, and competency requirements.
* Attend staff meetings and supervision sessions as required.
#J-18808-Ljbffr