Administrator

Cathena Healthcare Limited; Ipswich; On-site; GBP 18,000 - 24,000; Full time

Benefits offered by this job

Company pension

On-site parking

Referral programme

Job summary

Cathena Healthcare Limited is seeking an experienced administrator to support the care home operations. The role involves handling staff and resident records, coordinating communications, and assisting the Home Manager with a range of clerical duties.

This full-time position requires strong organisational skills, attention to detail, and the ability to liaise effectively with residents, families and payroll teams. On-site parking and pension are provided at Ipswich location.

Qualifications

• Previous administrative experience in a care home or healthcare setting.
• Excellent organisational and record-keeping skills.
• Ability to communicate professionally with staff, residents and families.

Responsibilities

• Maintain and update staff and resident records.
• Update resident records including hospital visits.
• Answer telephone queries and redirect as needed.
• Support Home Manager with admin and secretarial duties.
• Record issues, risks and mitigating actions.
• Prepare documentation for monitoring and governance.
• Attend meetings and take minutes.
• Draft correspondence for the Home Manager.
• Organise and store paperwork and digital data.
• Ensure teams have access to required forms.
• Assist recruitment and DBS vetting processes.
• Generate invoices and manage payments using Care Master.
• Create purchase orders via Purchase Control.

Skills

Administrative skills

Record keeping

Communication skills

Tools

Care Master

Purchase Control

Job description

This is a Full-time role, working 5 days a week Monday to Friday,

Main Purpose of the Job ( no sponsorship available for this post)

To be responsible for ensuring that the administration of the care home runs effectively and smoothly.

To assist the Registered Care Manager and other Senior Staff in all aspects of the home’s administration.

General Duties of the Job

To be the first point of contact for the care home and to ensure a positive first impression is created with all visitors to the care home.

• Maintain and update staff and resident records, ensuring all company procedures are followed.
• Keep up to date records regarding residents i.e. hospital visits, holidays, respite. Where necessary contact family/local authority for more information.
• Receive and respond to telephone queries and direct to appropriate persons where necessary.
• Support the Home Manager with administrative and secretarial duties. Including the recording of all issues/risk, risk review and mitigating action taken.
• Help to prepare documentation required for monitoring and to support the clinical governance function.
• Attend meetings and take minutes.
• Draft correspondence on behalf of the Home Manager.
• Organising and storing paperwork, documents and computer-based information.
• Ensuring that teams have appropriate access to any forms/documentation required for the effective execution of duties.
• Photocopying and printing various documents, sometimes on behalf of other colleagues.
• Maintain, distribute and order stationary for the home.
• Assist when required in meeting potential residents/relatives and carrying out tours of the home.
• Present a professional and caring first contact for all those who visit or telephone the Care Home.
• Liaise with Payroll team regarding new starters, leavers, sickness and other wage information.
• Assist with the recruitment process and paperwork relating to new starters.
• Assist with the DBS and vetting process from start to finish.
• Use Care Master for occupancy stats, generating invoices, resident personal allowances and other contributions.
• Generate invoices and follow up when money is owed.
• Use Purchase Control to create purchase orders and forward on to relevant person for approval.

Job Type: Full-time

• Company pension
• On-site parking
• Referral programme

Ability to commute/relocate:

Ipswich IP5 2GD: reliably commute or plan to relocate before starting work (required)