Our mission and the reason we exist (our WHY) is to empower people to Live Well today, and Thrive tomorrow – the Administrator role is integral to this
This is a fixed 4 week contract
Duties:
- To provide general administrative support to the Home and General Manager across a range of HR, payroll, finance and operational areas.
- To lead, oversee and coordinate the reception team and reception area to ensure that all visitors, whether in person, via email or via phone, have a high quality, consistent positive experience.
- To be responsible for all onboarding checks, employee contracts and administration of our time and attendance as well as HR systems, and to assist with the processing of payroll on a monthly basis.
- To be responsible for the administration of all finance areas, including invoicing and debtors, in conjuncture with the central finance team
- The Company operates a ‘one team’ approach, and all staff, regardless of role, as responsible for ensuring each individual resident receives high quality care and support
Key Responsibilities:
- Responsible for ensuring all employee personnel files are up to date and in line with CQC regulations and legislative requirements, whilst adhering to Company confidentiality and data protection policies at all times
- To carry out recruitment and onboarding checks for new starters, as well as completing and issuing all contractual documents including any changes to terms and conditions
- To ensure compliance with immigration legislation in the home, ensuring the appropriate right to work checks are made and recorded
- To carry out regular audits of employee personnel files in the home to ensure they are up to date and in line with legislation and company requirements
- Maintain employee data on the HR information system, carrying out regular checks to ensure data is accurate and up to date
- To manage the time and rostering system, ensuring the administration of rotas, allocated shifts and reconciliations are carried out on a daily basis to ensure accuracy
- To assist the central support team in the preparation and checking of the monthly payroll process, liaising with staff members as required
- To be responsible for the storing, recording and auditing of petty cash, ensuring petty cash is used correctly and appropriately, and all petty cash expenditure is accounted for and recorded with evidence of use
- To assist the General Manager in the monitoring of annual and absence, inputting data onto our systems and escalating to the General Manager any concerns
- To issue resident contracts to new residents, as well as issuing any updated terms and conditions as required
- To collate, check and send to the finance team any invoices or payments required, assisting with the collection of any debtors if required and ensuring effective communication with the finance team
- To attract, select, interview and recruit reception staff to the team as required and as per company guidelines, ensuring all new staff have an effective induction and positive employee experience
- To lead, manage and supervise all reception staff, ensuring company policies in relation to supervisions and appraisals are followed, to maximise their potential
- To be responsible for any administration budgets within the home, undertaking budgeting exercises and review of monthly accounts to identify areas of under or over-spend and take appropriate actions to ensure efficiencies whilst maximising quality of service
- To ensure the principles of the General Data Protection Regulations (GDPR) are adhered to at all times, and all personal data is kept securely and confidentiality.
- To produce documentation such as letters, memos and reports as requested and attend meetings and take minutes, as and when required, producing timely and accurate records
- To engender an atmosphere of cooperation and positively within the home at all times, ensuring all interactions with residents, staff, visitors and contractors are courteous and respectful to provide excellent internal and external customer service
- To carry out show rounds for any visitor or prospective resident in the absence of the Management Team or CRM and to do so in a professional and friendly manner
- To be solution-focused and solve any problems or queries come across where possible and practical as per the nature of the job role
- To engender an atmosphere of cooperation, teamwork, effective communication, and positivity that is conductive to the best interests of residents, ensuring standard and expectations are clear
- Championing our values, ethics, behaviours, and ways of working that enable employee engagement and high performance.
- To keep up to date with developments in regulation, legislation, and best practice, sharing knowledge with our teams to ensure a culture of continuous development and improvement
- To travel to other sites within the Company if required
- Undertake any other duties as may be required to assist in the smooth running of the business.
To perform other functions related to the role of an Administrator or as may be reasonable requested by your Line Manager. This is a minimum requirement as a job specification and can be amended at the discretion of the Manager following appropriate consultation.