Administrator

Posted 30 March by Magpie Recruitment Easy Apply

Job title

Administrator

Reports to

General Manager/Hospital Director {or other line manager title if Home/Hospital structure differs}

Work Location

Care Home/Hospital

Job purpose

To support the General Manager (GM) or Hospital Director (HD) by maintaining the administration and financial activities of the home in order to meet or exceed profit targets, in accordance with Company Standards and in compliance with regulatory and statutory obligations.

Duties and responsibilities

Finance

  1. To deliver agreed actions within approved timescales as per the Management Accounts timetable.
  2. Update all financial databases and company systems to reflect current and accurate information in a timely manner.
  3. Be responsible for monitoring and reporting data with regards to Resident /patient occupancy, credit control and cash handling providing full clarification and justification to the General Manager/Hospital Director and Regional Support Staff as appropriate.
  4. Ensure all company terms and conditions are adhered to with regards to the client admission process: Residents Admission Agreements, CCG or Local Authority Contracts are in place prior to admission.
  5. Ensure all client files and accounts are prepared, issued, updated and maintained in line with the company policy and regulatory and statutory requirements. Confidentiality is to be paramount at all times.
  6. Promote timely payment of client accounts and be proactive in the follow up of outstanding debt to the company in line with the credit control policy.
  7. Accurate input of staff hours to Caresys on a daily basis and reconcile to Duty Rota's.
  8. Liaise with Payroll Department; prepare reports and process staff payroll to net pay stage as per company timescales following verification, input and reconciliation of staff hours worked.
  9. Comply with all stages of the company purchase ordering process, using the company documentation as required and ensuring that the update of the Caresys POP module is timely and appropriate.
  10. Review expenditure against budget lines and highlight any variances to General Manager/Hospital Director on a regular basis or as required.
  11. Distribute, control, record and reconcile petty cash and residents personal monies in line with company procedure.

HR Recruitment

  1. Ensure applicants receive relevant information to allow them to apply for a suitable vacant position.
  2. Update and maintain Pre-Employment database.
  3. Undertake recruitment process ensuring that all legal and company requirements are followed: reference requests, DBS/PVG applications, verification of regulatory requirement (NMC, SSSC, Border Agency etc) and contracts are processed prior to employment commencing.
  4. Ensure all staff files are prepared, updated and maintained in line with the company policy together with regulatory and statutory requirements. Confidentiality is to be paramount at all times.
  5. Staff Audit to be updated and maintained.
  6. Prepare reports as required for General Manager, Hospital Director or Regional Support Staff as appropriate.

First Impression/Reception

  1. Answer the telephone in a helpful and polite manner.
  2. Greet and show courtesy and respect to residents / patients and relatives and retain confidentiality at all times.
  3. Promote a positive and professional image when interacting with residents, relatives / patients, staff and external bodies.
  4. Ensure all prospective client enquiries to the home are handled in an effective and timely manner to assist in high conversion levels.
  5. Refer enquiries to appropriate person i.e. Management or most senior person on duty

Other Duties

  1. Supervise, train, support and develop Administrative Assistant and/or Receptionist in their role to facilitate acting up in the absence of the Administrator.
  2. Input relevant enquirer and prospective client details onto Caresys. Undertake required follow up actions as appropriate and ensure correct recording is entered into Caresys.
  3. Attend and minute staff and relative meetings.
  4. Ensure all office work stations are kept neat and tidy.
  5. All paperwork filed and archived as per Company guidelines.
  6. Manage safe contents as per Company guidelines.
  7. Cover reception when required.
  8. Management of internal and postage of external mail.
  9. Adhere to the local safeguarding policy  and follow the Duty of Candour requirements
  10. This job description indicates the main duties and responsibilities of the post.  It is not intended as a complete list and may be subject to review periodically.

Working conditions

  • Out of hours working for meetings and prospective client viewings
  • Working within a team which is committed to providing professional respectful and quality care within a safe homely environment.
  • Tra

Reference: 34599155

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