Job Description

Description

St Joseph's Nursing & Residential Home are looking for an Administrator to join the team, to provide an efficient and confidential administration service to the Home Manager and Group.

Key Responsibilities

General Responsibilities

Setting up and maintenance/data entry into relevant admin management systems for all residents and staff, ensuring all documents/records are kept up to date. Responding to general enquiries (written and verbal) from residents, staff and the general public. Organising meetings, interviews and minutes, taking minutes for the Home Manager when requested. 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 SharePoint as soon as possible after admission. Collation of documents required for in-house/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 the Finance team on a monthly basis. Stock control, janitorial and medical supplies, employee uniforms, liaise with suppliers to order, collect delivery notes and invoices, scanning to the Finance team, and filing/archiving accordingly. Cover receptionist duties when required to do so. To carry out tasks in a way that will demonstrate respect for dignity and privacy. Support junior members of staff as appropriate to your role and as designated to you. Assist colleagues where required. To undertake further duties as commensurate to your role, as directed by your Line Manager or the Directors. Maintain high standards of Infection Prevention and Control. To maintain confidentiality at all times, unless there is deemed a risk to a resident or member of staff. To participate in team meetings, supervisions, and annual appraisals. To liaise with other agencies as required.

HR Administration Responsibilities

Carry out safe recruitment checks for individuals, communication with all candidates regarding interviews. Assisting with DBS checks where necessary, and completing induction paperwork with employees to include system and training setup. Maintain staff absence calendars in relevant systems to include holidays and sickness. Administer recruitment process, vacancy sign-off, set up interviews for Home Managers, corresponding with candidates accordingly. Distribution of communication articles to employees within the Home. Manage DBS updates. Maintaining all staff data in the relevant systems, and ensuring all staff documentation such as contracts of employment, certificates, payroll information, etc. are filed appropriately.

Finance Administration Responsibilities

Meeting with residents and family members to discuss and arrange funding, ensuring the LTC process is fully explained, and arranging Direct Debits. Where required, assisting residents to complete 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 send to the relevant care home accounts email address for Finance to process. Regularly monitor supplier expenditure is within the agreed budget set by Head Office. Reviewing staff timesheets in the relevant systems against rotas on a weekly basis, ensuring all hours worked, holidays and sickness absence are recorded. Prepare monthly payroll packs for Finance, to include new starters, leavers, IT IS changes, contractual changes, holiday calculations, and other pertinent information for payroll. Ensuring SharePoint is 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 ages debtor and regularly liaise with Finance in this regard. Arranging payments of resident expenses, such as Pharmacy, hairdressers, chiropodist, etc.

Skills, Knowledge and Expertise

Excellent computer skills (Microsoft Office Suite, Project, Word, Excel, PowerPoint, Outlook, Teams). Attention to detail. Good organisational skills. Ability to work well under pressure. Have excellent communication skills, both written and verbal. Diligent and accurate. Integrity.

Benefits

Competitive pay rates Online training Pension Mental Health & Wellbeing Package Staff Discounts Career Progression opportunities

About LV Care Group

At LV Care Group, it is our employees that really make a difference. Their commitment to our culture of excellence makes us a leading care provider.

We work to empower our employees, so that they can achieve more. We ensure they have the freedom and resources to help them make a difference in the care industry.



We know where we're going as a company and how we'll get there. We are committed to delivering the highest standards of person-centred care and striving for excellence to enrich the lives of our residents. As a locally run business, our values are very important to us and we are always looking for thoughtful and dedicated people to join our wonderful team.



We recruit hard working, caring and talented people who can become a part of our ongoing growth and success.