Home Administrator

Beaumont Care Homes Limited; Holywood; Remote; GBP 18,000 - 23,000; Full time

Job summary

Beaumont Care Homes Limited is seeking a Home Administrator to support the Home Manager with comprehensive administrative duties and ensure smooth operation of systems and processes within the home. The role involves handling payroll, purchase ledger, sales support and general administration.

You will manage communications, maintain databases, assist with recruitment, filing, archiving and regulatory documentation while upholding Beaumont’s safeguarding, confidentiality and governance standards

Qualifications

• Administrative support skills
• Attention to detail
• Proficient with MS Office and databases
• Good communication with residents, staff and visitors

Responsibilities

• Support centralised sales, purchase ledger, payroll and petty cash processes with accurate information.
• Draft standard communications for the Home Manager (letters and emails).
• Provide front-line contact for visitors and callers at the Home.

Job description

Home Administrator

Responsible for supporting the centralised sales, purchase ledger, payroll and petty cash systems by providing accurate information to meet required deadlines

OUR VISION

To improve the lives of our residents and the communities we serve by consistently delivering special resident experiences and to be the best place to work in the care sector

Main purpose of the role

To provide comprehensive administrative support to the Home Manager and ensure the effective operation of administrative systems and processes.

About the role

Main duties and responsibilities

1. Responsible for supporting the centralised sales, purchase ledger, and payroll systems by providing accurate information to meet required deadlines

2. Draft standard communications including letters and emails on behalf of the Home Manager

3. Provide first point of telephone and face-to-face contact for visitors and callers to the Home.

4. Devise and maintain databases and spreadsheets

5. Collate statistics and produce reports.

6. Produce documents and presentations from materials provided

7. Responsible for petty cash returns

8. Responsible for the provision of weekly/monthly submissions to the Managing Director or Central Support functions including Finance, HR, Payroll, Legal

9. Assist with the maintenance of effective filing systems including resident files and personnel files for each colleague

10. Assist the Home Manager in all elements of the recruitment process; utilising online recruitment tools, arranging interviews and ensuring all relevant documentary requirements such as references, criminal record checks and other regulatory compliance checks are carried out.

11. Responsible for an organised and effective archiving process, ensuring that files are stored safely and securely and can be easily retrieved

12. Responsible for the opening and redirection of incoming and outgoing mail and email from the Home

13. Attend meetings in the Home, produce complete and accurate notes/formal minutes and co-ordinate the circulation of information and action points immediately following the meeting. Devise and operate admin systems in support of functions within the Home

14. Analyse information and produce reports including complex reports

15. Assist the Home Manager with preparation for regulatory and other inspections and visits

16. Assist the Home Manager with marketing activities, providing initial information and best advice in response to enquiries

Where there is an Administrative Assistant(s) team, the Home Administrator will also be required to:

• Provide on-the-job training

• Promote positive team working

• Provide line management support to Administration Assistants

• Be responsible for own practice and directly managed colleagues

General Responsibilities

• To be responsible for the health, safety and welfare of yourself and others whilst at work, including colleagues, residents and visitors to the Home and for alerting the officers responsible to any hazards or potential risks to health and safety.

• To be fully conversant with the Beaumont policies relating to Safeguarding of Vulnerable Adults and Whistleblowing.

• To ensure compliance with the Beaumont Information Governance Policy, maintaining an appropriate level of confidentiality around issues that may be personal or commercially sensitive.

• Establishing and maintaining positive working relationships both with colleagues, residents, visitors and other health professionals and agencies.

• To act as an ambassador for Beaumont’s Vision and Values.

• To promote equality and diversity at all times and across all work activities.

• To adhere to Beaumont policies and procedures.

• Attend mandatory training days / courses, on or off site, as and when required

• To undertake any other duties and accountabilities which would be lawful, reasonable and appropriate to the role.

About the company

Philosophy of Care - At Beaumont, we aim to provide a safe, clean, relaxed and homely environment in which care, wellbeing and comfort are of prime importance.