REPORTING TO: Director

SKILLS, KNOWLEDGE & QUALIFICATIONS

Required:

• Good numerical and word processing skills
• Knowledge / experience of MS Word and MS Excel
• Good communication and organisational skills
• Friendly, confident, well-presented and customer-focused
• Professional telephone manner
• Ability to work to tight deadlines
• Genuine interest in working within a caring environment
• Ability to manage pressure and conflicting demands, and prioritise tasks
• Ability to provide advice and guidance in well established situations and identify solutions
• An appreciation of need for confidentiality
• Satisfactory Police Check and check against the POVA List (where applicable)

Desired:

• Knowledge / experience of MS Outlook
• Previous experience of accounting computer packages
• Previous experience of book-keeping / administration
• Team player
• Ability to work on own initiative and with minimum supervision

JOB PURPOSE:

As the Administrative Manger, you are responsible for the comprehensive administrative management of the Home. Your duties and responsibilities will include:

Administration:

• Operating office equipment such as fax, photocopier and computer as required.
• Using a variety of software packages to produce correspondence and documents, and maintaining spreadsheets and databases.
• Maintaining accurate and transparent office and data based-systems including storing paperwork, documents and computer-based information.
• Maintaining of office equipment including furniture, stationery and communications equipment.
• Ordering and maintaining records of Staff Members’ uniforms.
• Ensuring that each new Client receives a written copy of the” Terms and Conditions of Residence” and ensuring that each Client and, where appropriate, their representative or carer, understands them.
• Assisting in recruiting, appointing and deploying Care, Catering and Domestic staff ensuring CRB and POVA checks, references, the provision of job descriptions and contracts to all employees (in conjunction with company policy and current legislation).
• Ensuring that effective induction, supervision and assessment / appraisals of staff is carried out to the requirements of the Care Standards Act and that training needs are identified and met in conjunction with the Home Manager, external training agencies and consultants with up to date records being kept and maintained.
• Maintaining personnel records.
• Ensuring that employment protection legislation is implemented.
• Implementing Company disciplinary and grievance procedures taking into account current legislation and requirements of CQC.
• Providing the Directors of the Company with a monthly report / audit on the current operation of the Home.
• Implementing changes and working practices brought about by the UK and European Union Parliaments.
• Monitoring sickness and absence and putting into action Company disciplinary procedures when applicable in conjunction with the Directors of the Company.
• Ensuring that Clients are, where possible, supported in retaining responsibility of their own money and financial arrangements.
• Ensuring that where a Client is assessed as incapable of handling their own financial affairs, their money is handled properly and with the utmost probity and that records are kept of all financial transactions.
• Acting as appointee where needed, ensuring all benefits are claimed / received and/or applying for same on behalf of Clients.
• Practicing maximum integrity in all dealings with Clients’ affairs.
• Developing systems of management and control.
• Monitoring fee income and contractual obligations to ensure correct payment of fees.
• Invoicing Clients and/or their Relatives for fees.
• Maintaining financial records and data accurately and within agreed systems.
• Monitoring and control of day to day expenditure within the limits prescribed by the Directors of the Company.
• Maintaining a petty cash system.
• Banking of all cheques and cash as required.
• Complying with the requirements of the Home’s Insurance Policy.
• Developing policies and procedures reflecting current legislation and best working practices.
• Participating in the evaluation and review of policies and procedures as and when required.
• Maintaining with the Directors of the Company a list of potential clients and referring agencies together with possible fee levels.
• Endeavouring to fill any Client vacancy by liaising with Social Services and health authorities / boards and assessing / selecting suitable Clients. (These places are to be offered within the normal terms of residency and the fee structure in operation within the Home at the time).
• Negotiating fees with referring agencies and advising Directors of the Company of same.
• Negotiating contracts with social services and health authorities.

Communication:

• Dealing with post, telephone enquiries and emails, and reception.
• Dealing with complex queries on the telephone, by email, and in person.
• Liaising with people both internal and external to the Home including the Directors of the Company, Stakeholders and general enquiries.
• Ensuring the transfer of information between the Home and the Directors of the Company, to provide smooth running of organisation.
• Participate in Staff and Client meetings, as and when required (which should always be minuted) and keeping notes.

Marketing:

• Actively marketing the Home and promoting a positive personal / professional profile within the local community, and ensuring the good reputation of the Home at all times.
• Showing Visitors round the Home.
• Providing all relevant information to prospective new Clients and to make appointments and show them and their Relatives around the Home.
• Preparing and displaying information leaflets and posters and providing brochures and literature appropriate to the needs of referrers and also marketing for the Company.

Training & Development:

• Attending mandatory training days / courses, on or off site, as and when required.
• Maintaining professional knowledge and competence.

Health & Safety:

• Ensuring that all annual or other periodic tests of the Home’s gas and electrical equipment are carried out.
• Advising the Directors of the Company of any serious malfunction of the heating, lighting or emergency systems.
• Ensuring that fire regulations are complied with and advising the person in control if there are areas of risk.
• Report immediately to the Home Manager, any illness of an infectious nature or accident incurred by a Client, colleague, self or another.
• Understanding and ensuring the implementation of the Home’s Health and Safety, Infection Control and Hygiene Policies, and Emergency and Fire procedures.
• Reporting to the Handyperson, any faulty appliances, damaged furniture, equipment or any potential hazard.
• Promoting safe working practice in the Home.

General:

• Contributing to the safeguarding of adults by ensuring you are aware of your role in relation to the Home’s Safeguarding Adult’s Policy, taking steps to protects Residents from any form of abuse or neglect and use the appropriate reporting mechanisms to inform the Home’s Management of any concerns.
• Adhering to all new, and changes in Local and Central Government initiatives as and when they are implemented.
• Ensuring that all information of a confidential nature gained in the course of duty is not divulged to third parties.
• Notifying a Director of the Company as soon as possible of your inability to work, and also on your return to work from all periods of absence.
• Ensuring the security of the Home is maintained at all times.
• Adhering to all Company policies and procedures within the defined timescales.
• Ensuring all equipment is clean and well maintained.
• Carry outing any other tasks that may be reasonably assigned to you.

This Job Description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.