Administrator - Crovan Court

Key Responsibilities

• Setting up and maintenance/data entry into relevant admin management systems for all residents and staff, ensuring that all documents/records are kept up-to-date.
• Responding to general enquiries (written and verbal) from residents, staff and the general public.
• Organising meetings, interviews and minutes, taking minutes for the Home Manager when required.
• Sorting and distributing incoming and outgoing post.
• Filing and archiving records including those of a sensitive nature.
• Drafting up new contracts for clients for review by the Registered Manager, and ensuring contracts are signed and scanned to Sharepoint as soon as possible after admissions.
• Collation of documents required for in-house/external audits.
• Ordering office supplies through Head Office.
• Distribution and maintenance of resident personal balances and reconciling.
• Maintain petty cash records for the Home, scanning receipts, invoices, etc. to Finance on a monthly basis.
• Stock control, janitorial and medical supplies, employee uniforms, liaise with suppliers to order, collect delivery notes and invoices, and scan to Finance and file/archive.
• Cover receptionist duties when required to do so.
• To work as part of a team and provide a service which meets the regulatory standards.
• To carry out tasks in a way that will demonstrate respect for dignity and privacy.
• Support junior members of staff, as appropriate to your role and as designated to you.
• Assist colleagues where required.
• Maintain high standards of infection prevention and control.
• To maintain confidentiality at all times, unless there is deemed a risk to a Service User or member of staff.
• To participate in team meetings, relevant to your role, supervisions and annual appraisals.
• To liaise with other agencies as required.
• To attend multidisciplinary agency meetings where requested and appropriate. 
• To undertake further duties as directed by the Company Directors, commensurate to your level of role.

• Carry out Safe Recruitment checks for individuals, communication and all candidates regarding interviews. Assisting with DBS checks where necessary, complete induction paperwork with employees to include relevant system and training setup.
• Maintain staff absence calendars in relevant systems, to include holidays and sickness.
• Administer recruitment process, assist with vacancy sign off, setting up interviews for the Home Manager. Correspond with candidates accordingly.
• Distribution of communication articles to employees within the Home.
• Manage DBS updates.
• Maintain all staff data on relevant systems and ensuring all staff documentation such as contracts of employment, certificates, payroll information, etc, is scanned and uploaded to relevant systems.

• Meeting with residents and families to discuss and arrange funding, ensuring the LTC process is fully explained, and arranging Direct Debits. Where required, assisting residents to complete forms.
• Reviewing supplier delivery notes for accuracy and reconcile to monthly statement, ensuring the relevant staff are ordering from the designated suppliers.
• Scan all supplier invoices and statements, and send to Finance to process.
• Regularly monitor supplier expenditure is within agreed budget set by Head Office.
• Reviewing staff timesheets in relevant system against rotas on a weekly basis, ensuring all hours worked, holidays and sickness absence are recorded.
• Prepare monthly payroll packs for Finance, to include new starters, leavers, IT IS changes, contractual changes, holiday calculations and other pertinent information for payroll.
• Ensuring the relevant systems are updated with resident admissions, discharges and other changes to resident circumstance, such as weekly rate and care category changes.
• Proactively chase and be responsible for resident aged debtor, and regularly liaise with Finance in this regard.
• Arranging payments of resident expenses, such as Pharmacy, hairdressers, chiropodist, etc.

Skills, Knowledge and Expertise

• Excellent IT Skills, including Microsoft Office Suite.
• Attention to detail.
• Organisational skills.
• Ability to work well under pressure and prioritise tasks.
• Have excellent communication skills, both written and verbal.

• Adaptable and flexible.
• Cheerful and friendly.
• Diligent and accurate.
• Highly organised.
• Integrity.