Job Description

Kelso Care

Office Administrator - 28 hours pro rata (Flexible hours)

Job description & Person Specification

A bit about the Office Administrator role......

The Office Administrator role plays an integral part in Kelso Care's continued success. It is often the first point of contact for our customers and sector partners and really is the backbone of the company.

The Office Administrator plays an integral and essential role in ensuring that the company maintains positive relationships with our customers and partners as well as its staff team. It requires you to be organised, focused and professional. It allows you to take on responsibility and support the effective and well managed Administration of the company. This new role will give the right person the opportunity to have a real influence in helping Kelso Care to develop its administrative systems and would suit a person who is keen to make their mark.

A bit about Kelso Care....

Kelso Care Consortium Ltd are an established and successful Social Care Provider located across Birmingham and Solihull. We have been providing care and support to adults with Learning Disabilities and Mental Health support needs for over 20 years.

Our primary focus as a Company is to deliver the highest standard of care and support to the people who live in our services. We are committed to achieving the best possible outcomes for those we support and sector partners, the Office Administrator role plays a vital part in making sure that we can continue to achieve this.

Overview & Expatiations of the Role:

As the Office Administrator, you will oversee and maintain the main company office, you will need to work effectively and will be responsible for overseeing office administration for those we support, your work colleagues and the company. The Role allows you to:

To assist the Company Director & Registered manager in developing and maintaining an excellent service provision within all Services from an administrative position. To ensure that all company policies and procedures, national standards and all legal requirements are adhered to within the defined parameters and timescales when carrying out your role. To support the Directors and Registered manager in the administration and maintaining systems of training which meet and exceed the required standards of learning for Health and Social Care Worker's. To always maintain strict rules of data protection and confidentiality with all company information. To maintain communication with all internal and external parties in the organisation. Maintain record keeping functions, organise events and meetings and take minutes if required to do so. Maintain filing systems, schedule appointments, manage your own office area and filing systems, oversee expenses and billing invoicing on a regular timely basis. To perform general accounting functions and liaise with company accountants. Producing accurate timely records for general bookkeeping, employees, payroll, pensions, rental & housing payments. To keep diary for Directors & managers and prompt reminders where necessary. To Assist managers with reports, completing forms, letters, and other records. Direct any post to the correct personnel. Liaise with external companies for company purchases or obtaining quotes from trades, utility providers etc Responsible to: Company Director and Registered manager Reports to: Registered Manager and Company Director

Main Tasks of the Office Administrator:

To Keep accurate employee records, maintain, and monitor to ensure documentation is in-place that meets all legal HR and statutory employment requirements. To maintain current work systems and help develop new systems that lead to Improved organisational outcomes. To process monthly payroll using 'SAGE 50' payroll system To provide rent statements for citizens, liaise with appointee's or allocated personnel to update records, produce letters and records ensuring payments are up to date. To assist with compiling new information for tenants and issuing tenancy agreements / letters or statements as required. To be the professional and positive first point of contact for customers and sector partners. To assist Directors & Registered manager in carrying out administrative tasks. To be able to communicate with all Directors and managers clearly and effectively. You will liaise with other agencies that are conducting business with the company and the homes and ensure that appointments, activities, and the needs of the company are met daily. To keep employee records such as holidays, sickness, and training records for each employee. Reconciling accounts with statements, keeping receipts and invoices, dealing with petty cash, and keeping records of such.

Main Responsibilities of the Office Administrator:

Ensuring the highest standards of conduct and performance and being proactive in your own Continuing professional Development Ensuring company records are up to date using the most effective and safe data records. Assisting the Directors & Managers in Smooth daily running of records and company admin. Effectively responding to the challenges being faced by the management team. Completing both organisational and -external documentation on behalf of the company as instructed. Assisting in the Recruitment process and monitoring that all documentation and checks are completed as required by employment law and sector specific requirements. Adhere to Organisational Policies and Procedures and be proactive and positive in how you reflect these to work colleagues, customers, and sector partners. To work closely with the Directors in developing IT systems or applications that benefit the company and your role as admin and other company officers.

Person Specification and Requirements of the Role:

Office Administrators should have some experience in office administration, business administration, business management, operations management, or related disciplines. Preferably in the same or similar industry. Candidates with a qualification in clerical studies or finance can also apply if they have proven experience in a related role such as an Office Assistant or Receptionist. Candidates also need a solid background in customer service, file management, record keeping and a knowledge of business accounting / bookkeeping / payroll systems. Office Administrator that is proficient in industry-specific software tools that is used in the organisation or assisting to help the organisation to develop this area would be beneficial. Use of Microsoft Word, excel, google and specialist applications and software for accounting, payroll, record keeping, HR purposes etc. Office Administrators also need to have exceptional writing, speaking and presentation skills and be adept at organising/ facilitating events/meetings and record keeping etc. They should be familiar with office rules and regulations and have adequate experience to support day-to-day operations. The Office Administrator should have a deep understanding of the company's policies and how to implement them to ensure efficient business and office operations. Should be proficient in standard computer applications used in the company and be able to implement new ones as the company sees fit. Should also be experienced with the general and legal procedures of the office and be aware of other legal requirements of the industry and company. Exceptional leadership, organisational and time management skills Presentation skills and customer services knowledge Outstanding verbal and written communication skills Knowledge of accounting procedures such as bookkeeping and other general financial procedures Proven experience in a related role such as Office Assistant, Receptionist, or other relevant position Knowledge of computer programs used in daily office administration functions such as word processors, spreadsheets, excel and specialised office management tools and aps or software. Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information Excellent problem-solving skills, the ability to research and an aptitude for helping other people Purchasing for company stationary, PPE, maintenance, utilities, obtaining quotes and sourcing good value appropriate services as and when required Be Accountable for own actions Always maintain Professional conduct Adhere to all company Policies and Procedures Work collaboratively with Managers and Directors

WORKING ARRANGEMENTS

The working week

: This post is a part-time position contracted to 28 hours per week. Your days will be Monday to Friday with flexi hours between 9am and 5pm

Salary

: Unto 28,500- Pro rata

Holidays

: Four Weeks plus Bank Holidays reviewed annually

Supervisions:

Will be carried out by Line Manger

Please note that the above job description is not exhaustive and is in fact likely to be flexible in some of its points as the needs of the business changes. It is the requirement of the business for the post holder to except the element of flexibility in their responsibilities and duties when necessary.

Signed: ____________________________________________________

Dated: _________________________________

Job Type: Part-time

Pay: 26,000.00-28,500.00 per year

Expected hours: No more than 28 per week

Benefits:

Company events Company pension Flexitime Free parking Health & wellbeing programme On-site parking
Experience:

Administrative: 2 years (preferred)
Work Location: In person

Application deadline: 10/06/2022
Reference ID: KCC ADMIN MAY 2022