Administrator

Key Responsibilities

• Setting up and maintenance/data entry into relevant admin management systems for all residents and staff, ensuring documents/records are up-to-date.
• Responding to general queries (written and verbal) from residents, staff, and the general public.
• Organising meetings, interview and meetings, taking minutes for the home manager where 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 relevant systems as soon as possible after admission.
• Collation of documents required for inhouse/external audits.
• Ordering office supplies.
• 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, liaising with suppliers to order, collect delivery notes and invoices, scan and send to Finance, and file/archive accordingly.
• Cover receptionist duties when required.

• Carry out safe recruitment checks for individuals, communicating with all candidates regarding interviews. Assist with DBS checks where necessary and complete induction paperwork with employees. 
• Maintain staff absence calendars to include holidays and sickness.
• Administer recruitment process, vacancy sign off, set up interviews for the home manager. Corresponding with candidates accordingly.
• Distribution of communication articles to employees within the home.
• Manage DBS updates.
• Maintaining all staff data on relevant systems, ensuring all staff documentation such as contracts of employment, training certificates, and payroll information is scanned and filed accordingly.

• 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 completing forms.
• Reviewing supplier delivery notes for accuracy and reconcile to monthly statement, ensuring the relevant staff members are ordering from the designated suppliers.
• Scan all supplier invoices and statements and sent to the relevant care home accounts mailbox for Finance to process.
• Reviewing staff timesheets in relevant system against rotes on a weekly basis, ensuring all hours worked, holidays and sickness absence are recorded.
• Prepare monthly payroll packs for Finance, to include starters, leavers, IT IS changes, contractual changes, holiday calculations, and other pertinent information for payroll.
• Ensuring relevant systems are 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 aged debtor and regularly liaise with Finance in this regard.
• Arranging payments of resident expenses, such as pharmacy, hairdressers, chirpodist, etc.

Skills, Knowledge and Expertise

• IT Skills, including MS Office Suite.
• Attention to detail.
• Highly organised.
• Ability to work well under pressure.
• Diligent and accurate.
• Adaptable and flexible.
• Integrity.