Care Home Administrator

Advinia Group; Clydebank; On-site; GBP 20,000 - 26,000; Full time

Job summary

Advinia Group is seeking an Administrative Assistant for their care home in Clydebank. The role involves maintaining financial records, providing administrative support, and managing recruitment processes. Successful candidates will be confident, organized, and proficient in Microsoft Office, contributing to an environment focused on resident wellbeing and staff fulfilment.

Benefits

Free DBS/PVG check

Competitive pay rates

Flexible pay through Wagestream

Employment Assistant programme

Paid Family Leave

Professional training and ongoing career progression

Qualifications

• Confident, outward-going personality with a sales-oriented approach.
• Microsoft Word, Excel and PowerPoint literate.
• Ability to manage own time, prioritizing work appropriately.

Responsibilities

• Maintain accurate financial records in line with company policies.
• Provide administration and secretarial support to the Home Manager.
• Control the recruitment process and onboarding of new colleagues.

Skills

Communication

Organizational skills

Attention to detail

Job description

About Us...
Advinia has been providing high quality, person-centred care, specialised for older people and focusing on resident wellbeing for over 25 years. We operate 36 Care Homes across the UK and each is led by a team of experienced and dedicated care professionals who are committed to always prioritising the individual needs of Residents.

Our Mission...
Our B Happie theme guides everything we do, aiming to create an environment where residents and staff feel valued, respected and happy. We promote three key pillars which keep our residents feeling connected, relaxed and safe. For staff, we help to make them feel fulfilled, recognised and have purpose.

Your Duties will include:

• Maintain accurate and complete financial records of the home in line with Company Policies and Procedures, using both computer and manual systems as required.
• Prepare and issue regular reports within prescribed timescales.
• To process receipts of monies against resident’s accounts and maintain accurate records.
• Prepare and submit relevant resident’s financial information to the Finance Department to ensure that invoices are produced accurately and promptly.
• Ensure continuity of payroll
• Maintain staff attendance records and ensure rotas accurately reflect hours worked.
• Maintain complete files for both residents and staff in line with Advinia’s policies and procedures.
• Provide administration and secretarial support to the Home Manager e.g., typing, filing, dealing within correspondence etc. in line with prescribed timescales.
• Operate and maintain office equipment such as the fax, photocopier and computers calling in external assistance where required.
• To answer the telephone, respond to queries from residents and visitors and to re-direct enquiries in a friendly and efficient manner.
• To maintain stationary stocks, including forms that are used on a regular basis.
• Where required, to order and maintain records of staff uniform and badges.
• To follow processes, and flow charts, as provided by Head Office and ensuring timely communication in respect of invoices.
• Ensure that Caresys/Resourcelink is fully optimised to ensure that all relevant information is captured, including (but not exclusive to) new enquiries, new starters, resident move in and out and fee changes.
• Prepare for new move ins ensuring that the relevant people are advised of any preparations required.
• In the absence of a receptionist in the home the following duties will be required – Meet and greeting visitors, answering, and transferring calls, keep the reception area tidy and carry out general receptionists’ duties.Be responsible for general HR duties.Controlling the end to end progress of Recruitment process. Onboarding new colleagues, obtaining right to work and references according to Safer Recruitment Policy,creating their candidate files, applying for DBS/PVG checks

To be successful in this role you will need:

• Confident, outward-going personality with a sales orientated approach to assist the viewing process
• Microsoft Word, Excel and PowerPoint Literate
• Excellent written and verbal communication skills.
• Highly organised Required Attributes
• Ability to manage own time, prioritising work appropriately and working on their own initiative to drive referrals and improve occupancy
• Professional appearance
• Able to work to tight deadlines
• Attention to detail

In Return we can offer...

• Free DBS/PVG check
• Competitive pay rates
• Flexible pay through Wagestream
• Employment Assistant programme, including face to face counselling
• Paid FamilyLeave
• Professional training and ongoing career progression

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age