Temporary Administrator for Greenhill Park Residential care home
Job Summary
To manage the administrative procedures within the home as directed by the Home Manager and to provide reception cover, promoting the Home and company to potential customers, appropriate authorities and colleagues in a pleasant, caring and professional manner.
Key Responsibilities
Administration
To receive all residents/visitors to the Home in a pleasant efficient manner. Ensuring that the E-Reception is completed and the appropriate person is notified of their arrival.
To ensure that the reception area creates a positive first class impression, that it is tidy, welcoming and clean with up to date information available.
To answer the telephone promptly and deal with enquiries in a helpful, courteous and welcoming manner, being aware of the need to maintain confidentiality at all times regarding staff and residents.
Liaise and build relationships with relatives, residents, professional service providers and other visitors.
Comfort relatives at times of distress ensuring that they receive privacy and empathy.
Undertake the position of appointee for residents without a living next of kin or any other person willing to accept the responsibility.
To perform secretarial/clerical duties as required by the Home Manager and Director
To ensure all correspondence received is date stamped and receives prompt attention.
To ensure that the Home's filing system is maintained accurately and promptly.
To ensure that when absent from the workplace key individuals are up to date with the location of files, equipment, contact details of relevant people/agencies in order to provide a seamless service.
To provide administrative and clerical support and other support as may be requested from time to time by the Home Manager and other Senior Personnel.
Financial
Undertake purchase ledger responsibilities including ordering of stock, reconciliation of delivery notes and management of invoices to be paid by Director.
Manage petty cash and resident's pocket monies accounts
HR
Maintain training records for both mandatory and regulatory requirements.
Undertake checks on Visa expiry dates and DBS checks.
Order uniforms and badges where they are in use.
Advise employees on HR policy or where to find information.
Understand the benefits associated with working at Greenhill Park and be able to explain them to new members of the team.
Ensure that all new members of the team complete their induction.
Ensure that all end of probation interviews are carried out, paperwork is completed and records update.
To accurately record and up-date information on personnel record files.
Recruitment
To assist the Home Manager with the recruitment of staff, ensuring that the process is followed accurately and takes into account relevant legislative requirements with regard to discrimination.
Ensure that all pre-employment checks are undertaken and that all prospective employees are fit to work in accordance with CQC regulations and Company policy
Payroll
Business Systems
To effectively manager all people data using the company's business systems.
This will include but not be limited to:
Regular and timely maintenance of all employees personal data including change of name, address, bank account information, variations to contractual terms and conditions, changes to rates of pay and alterations in contractual hours
Assist Home Manager to ensure that all absences are maintained accurately including, holiday, sickness and unauthorised absence on our Online Rota System
Assist Home Manager to ensure that all employees' timesheets are accurate, signed off by the Home manager and hours reflected on the Online Rota System.
General
Comply with the Company Appraisal system and attend an appraisal every year.
Ensure updated mandatory training requirements are met.
Qualifications
GCSEs (or equivalent) including English and Maths Experience
Administration in a process driven environment
Using an HR or payroll or finance system
Recruitment and selection procedures
Using Core Microsoft Office applications
Income and expenditure processes Experience of working in a nursing and residential care environment in an administrative capacity Experience of a shift driven hourly payroll
Technical Skills
Excellent communication skills both written and verbal
Possesses good numerical skills
Good systems knowledge and skills
Excellent organisational skills and methodical approach.
Advanced customer service skills
Good time management and planning skills
Attention to detail and accuracy
Knowledge of CQC requirements with regard to the registration of a nursing/residential care home (desirable but not a requirement)
Personal Qualities
Keen to learn and improve own performance
Committed to communicate with customers to understand their needs
Will go the extra mile to help fulfil customers' needs
Has a 'can-do' attitude to work
Ability to work unsupervised and maintain professional standards
Personable, professional and approachable manner
Smart appearance
Will respect confidentiality
Flexible and adaptable
30 hours per week Monday - Friday.
9.30 am - 3.30pm
Job Type: Part-time
Pay: £14.00 per hour
Benefits:
* Free parking
* On-site parking
Work Location: In person