Administrator - Crovan Court

Key Responsibilities

• Setting up and maintenance/data entry into relevant admin management systems (Fusion, Xero, Sharepoint) for all residents and staff, ensuring all documents/records are up to date.
• Responding to general enquiries (written and verbal) from residents, staff and the general public.
• Organising meetings, interview and minutes, take minutes for the Registered Manager.
• 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 admission.
• Collation of documents required for inhouse/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 Accounts, filing and archiving as necessary.
• Support junior members of staff as appropriate to your role and as designated to you.
• Assist colleagues where required.
• To undertake further duties as directed by the Company Directors, commensurate to your level of role.
• Maintain high standards or infection control.
• To participate in team meetings, relevant to your role, supervisions and annual appraisals.

• Carry out safe recruitment checks for individuals, communication with all candidates regarding interviews. Complete induction paperwork with employees to include Fusion and training set up. Communicating and working closely with Head Office in this regard.
• Maintain staff absence calendars in Fusion to include holidays and sickness.
• Distribution of communication articles to employees within the Home.
• Monitor DBS updates.
• Maintaining all staff data in Fusion and ensuring all staff documentation such as contracts of employment, certificates, payroll information etc is scanned into Fusion.
• To liaise with other agencies as required.
• To attend multi-disciplinary meetings where requested and appropriate.

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

Skills Knowledge and Expertise

• IT skills, including MS Office.
• Attention to detail.
• Organisational skills.
• Ability to work well under pressure.

• To work as part of a team and provide a service which meets the highest regulatory standards.
• To carry out tasks in a way that will demonstrate respect and dignity and privacy.
• To maintain confidentiality, unless there is deemed a risk to a Service User  or member of staff.

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