Job Description

Administrator (30 hrs per week)
To be responsible for the smooth running of the administration of the Care Home.
About the role
SKILLS, KNOWLEDGE AND QUALIFICATIONS
Required:
Able to demonstrate strong skills in Excel, Word, Outlook and to be able to learn other applications.
Experience of working to deadlines, working alone and as part of a team.
Experience in handling data, numbers, and reporting in detail.
Good numerical and word processing skills
Evidence of good written and oral skills for communication and understanding.
Effective interpersonal skills and working with others.
Adaptability.
Planning and Organisation
Positive and flexible attitude.
The desire to make a difference.
The ability to plan and prioritise workload.
Professional presentation of self within the work place.
Understanding of and commitment to equality of opportunity.
Professional telephone manner
An appreciation of need for confidentiality
Satisfactory DBS check
Team Player
Desired:
NVQ or QCF qualification in business administration or similar.
Experience with HR administration, payroll and book keeping.
Experience of administration work in a health care setting.
Knowledge of the main issues facing older people.
Knowledge of Care Home funding.
MAIN RESPONSIBILITIES
Administration:
Maintain accurate and complete financial records of the Care Home in line with Company policies and procedures, using computer and manual systems.
Prepare and issue regular Management Information Reports within the prescribed timescales assisting with producing reports and statistics.
Ensure all banking is completed promptly. Process all receipts from Social Services/PCT's
Support the centralised sales, purchase ledger, finance, and payroll input systems
Use our internal system to raise purchase orders and ensure that our orders from suppliers are received and correct.
Manage and maintain petty cash records accurately.
Ensure payroll information is collated accurately and send it to the payroll department for processing.
Maintain internal Time and Attendance software reflecting relevant changes promptly, including sickness/absence, change of personal details.
Maintain complete files for Service Users (financial) and Employee (personnel) in line with the Company's policies and procedures.
Undertake checks on PIN numbers, Visa expiry dates and DBS checks on the required renewal dates.
Manage each resident's personal allowance.
Provide administrative support to the Home Manager e.g. typing, filing, dealing with correspondence etc.
Take minutes from staff meetings, resident meetings, and any other meeting reasonably requested of you by management, ensuring the minutes are an accurate reflection of the meeting, are organised in a sensible order, and are filed in the appropriate folder.
Operate office equipment such as photocopier and computer as required.
Maintain stationery supplies.
Order and maintain records of employee's uniforms.
Answer the telephone promptly and deal with enquiries in a helpful, courteous, and welcoming manner, being aware of the need to always maintain confidentiality regarding employees and. residents.
Ensure that the Home's filing system is maintained accurately and promptly.
Keep on top of the home's archiving, ensuring records are regularly removed from folders, collated, labelled, and stored neatly according to the home's archiving system.
Keep a tidy and organised office, making sure that paperwork is easily found, files are well maintained, paperwork is well presented, and the desk is tidy.
Marketing:
Be the first point of contact for residents and visitors, offering a friendly, welcoming, and professional support
Show Visitors round the Care Home, in the absence of the Home Manager.
Prepare and display information leaflets and posters, send out brochures etc, as and when required.
Training and Development:
Attend mandatory training days/courses, on or off site, as and when required.
Complete all E learning courses that are allocated in a timely manner.
Maintain professional knowledge and competence.
Health and Safety:
Report immediately to the Home Manager, or Person in Charge, any illness of an infectious nature or accident incurred by a Service User, colleague, self or another.
Understand and ensure the implementation of the Care Home's Health and Safety policy, and Emergency and Fire procedures.
Report to the Home Manager, or the Handyperson, any faulty appliances, damaged furniture, equipment, or any potential hazard.
Promote safe working practice in the Care Home.
General:
Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
Notify the Home Manager, or the Person in Charge, as soon as possible of your inability to work, and on your return to work from all periods of absence.
Ensure the security of the Care Home is maintained at all times.
Adhere to all Company policies and procedures within the defined timescales.
Ensure all equipment is clean and well maintained.
Carry out any other tasks that may be reasonably assigned to you.
This indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.
About the company
At Hill Care, we believe a care home should be more than just a place to live-it should be a warm, welcoming community where residents feel safe, valued, and truly at home. Guided by our core values of Compassion, Aspiration, Respect, and Empowerment (C.A.R.E.), we provide exceptional care that puts people first.
Required Criteria

• Good numerical and word processing skills
• Knowledge / experience of MS Word, MS Excel and MS Outlook
• Good communication and organisational skills
• Friendly, confident, well-presented and customer-focused
• Professional telephone manner
• Genuine interest in working within a caring environment
• An appreciation of need for confidentiality
• Demonstrate ability to confidently use Microsoft Excel, including creating and managing spreadsheets, applying formulas and functions

Desired Criteria

• Previous experience of accounting computer packages
• Previous experience of book-keeping / administration
• Team player
• Ability to work on own initiative

Skills you'll need

Skills Required