Job Description

Reports To:

Registered Manager & Deputy Manager

Contract Type:

Full-Time (37.5 hours per week)

Pay rate:

24,570 per annum.

Hours of work-

9am to 5pm

Job Summary:

You will be expected to provide comprehensive administrative and personal assistance to the Registered Manager in the day-to-day operations of our dementia care home. This role requires a high level of organisation, discretion, and professionalism. You will be responsible for a wide range of administrative duties including maintaining staff and resident records, organising meetings, and ensuring compliance with regulatory requirements. In addition, you will support the Registered Manager with diary management and personal tasks, including errands such as picking up prescriptions for residents.

You will be required to have strong administrative skills, attention to detail, and experience working in a busy office environment. While experience in social care is desirable, it is not essential.

Key Responsibilities:Administrative Support:

Organise and schedule meetings, prepare agendas, and take minutes.

Manage and maintain office filing systems, both digital and paper-based.

Oversee staff records, ensuring files are up to date with documentation such as right-to-work documents, training certificates, and annual appraisals.

Conduct DBS checks and track renewals to ensure compliance.

Manage pre-employment checks and onboarding documentation for new staff.

Liaise with external providers, including Citation (HR & Compliance) and other online platforms.

Financial Administration:

Audit and maintain accurate records of residents' personal spend money.

Collaborate with the Finance Manager to reconcile petty cash and resident spending accounts.

Use

Xero

for tracking payments and processing invoices.

Communicate with individuals and companies with regards to invoice/payment queries.

Personal Assistance to Registered Manager:

Manage the Registered Manager's diary and assist with scheduling personal appointments.

Handle correspondence, phone calls, and emails on behalf of the Registered Manager.

Assist with personal errands as required.

Run errands such as picking up prescriptions for residents.

Compliance and Record Keeping:

Ensure compliance with GDPR and maintain confidentiality when handling resident and staff information.

Maintain accurate records on platforms including Citation and Person Centred Software (PCS) - training will be provided.

Assist with CIW inspection preparation by ensuring documentation is up to date.

Qualifications and Experience:Essential:

Proven experience in an administrative or office management role.

Proficiency in

Microsoft Office (Word, Excel, Outlook)

and experience using office software.

Strong organisational and time-management skills.

High level of discretion and ability to handle confidential information.

Excellent written and verbal communication skills.

Must hold full UK driving licence.

Desirable:

Level 3 Diploma in Business Administration

or equivalent qualification.

Experience working in a social care, healthcare, or care home setting.

Knowledge of

Xero

accounting software.

Familiarity with HR compliance, staff files, and DBS checks.

Experience with

Person Centred Software (PCS)

and

Citation

(training will be provided).

Skills and Attributes:

Strong attention to detail and accuracy.

Ability to multitask and manage deadlines effectively.

Positive, professional, and approachable attitude.

Strong interpersonal skills and ability to build relationships with residents, staff, and visitors.

Adaptability and willingness to learn new systems and processes.

Benefits:

Casual dress Company pension On-site parking
Schedule:

Day shift- full time Monday to Friday
Experience:

Administrative: 1 year (required)
Job Types: Full-time, Permanent

Pay: 24,570.00 per year

Benefits:

Casual dress Company pension On-site parking
Schedule:

Day shift Monday to Friday
Education:

Diploma of Higher Education (preferred)
Experience:

Administrative: 1 year (required)
Work Location: In person