Admin Manager

Argentum Lodge

  • Full Time
  • Nailsea, England

  • Published : 2022-11-19
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Job Description

  • Job Title Admin Manager

Description

Admin Manager

We are looking for a caring and committed individual with a keen eye for detail with extensive care home administration experience to become our new Admin Manager. The role is vital to the smooth running of the home and touches on all areas of finance, administration and HR.

If you'd like to join our friendly team, we would love to hear from you.

Purpose of role

- To undertake/oversee all administrative and financial matters that take place within the home.

- To Deputise for the Home Manager in their absence, overseeing all functions of the home. The Admin Manager must therefore endeavour to develop their knowledge base on exactly how the home runs so that they are able to stand in for the Home Manager.

- Support the Home Manager in the financial and administrative elements of running the home.

- To deliver on the ‘Core Responsibilities’ outlined below:

Core Responsibilities

- Management

o To share the “on-call” for issues arising in the Home, with the Home Manager and Care Manager.

o In conjunction with the Home Manager, actively manage relationships with relatives, residents and team members

o To undertake all required duties that may arise to ensure the smooth running of the home

o Treat confidential information (resident and team members) with great care

o Delegate work appropriately to any direct reports.

o Support the Home Manager to execute actions on the Continuous Improvement Plan

o Undertake tasks as required by the Quality Assurance Framework.

- People management

o Foster a friendly, respectful and fun working environment where people enjoy working

o Develop, educate and coach any direct reports

o Undertake regular supervisions of any direct reports you may have.

o In conjunction with the Home Manager, undertake appraisals and probation reviews for any direct reports.

o Support the Home Manager with any HR matters including sending letters and taking minutes.

- General

o Answer the phone in a polite and professional manner and endeavour to do so within three rings.

o Greet all visitors in a warm and friendly manner and ensure visitors have signed in and out.

o Ensure that files/documents are appropriately archived in line with GDPR requirements.

o Ensure the homes has sufficient stationary supplies for the home to function – always stock check before placing orders.

o Ensure all people who need to drive as a part of their job (e.g. those going to undertake assessments or take residents out) have provided an up to date copy of their driving licence and proof of insurance. Also ensure that they have read and understood the ‘Driving on Company Business Policy’.

o Regularly undertake an audit of the contents of the safe to ensure that nothing is missing. We should not retain resident or team member valuables. The safe should only contain the petty cash tin and any cheques that we are waiting to bank (although these should be banked ASAP).

o Foster a culture in the home where ‘activities’ is perceived as being part of everyone’s job

- Enquiry management

o Support the Home Manager as required to ensure that enquiries for admissions are prioritised and dealt with quickly and smoothly and work with the Care Manager to deputise for the Home Manager in their absence.

- Admissions & discharges

o Ensure that all admissions paperwork (including the admissions form and where there is a private fee element, a signed admissions agreement) is submitted on the day of admission (or the next business day when admitted at the weekend)

o Ensure that all discharge paperwork is submitted on the day of discharge (or the next business day when discharged at the weekend)

o In conjunction with the Home Manager and heads of department within the home, ensure a smooth, warm and friendly admission for all residents

o Ensure a ‘show room’ is suitably presented and available at all times unless the home is fully occupied (this should be the best vacant room in the building)

o Ensure that all duties outlined in the latest Admin & Finance Guidance document are executed as required.

- Recruitment

o Support the Home Manager in the recruitment process as required.

o Lead in the quick and efficient processing of candidates once they have accepted a position with us so that there are no delays in them starting employment. DBS checks and reference requests should be commenced on the day of acceptance.

o Ensure that all duties outlined in the latest Admin & Finance Guidance document are executed as required.

o Using agency staff should always be a last resort and only when absolutely necessary.

- New starters & leavers

o Ensure that all new joiners are set up (and leavers are removed) on all relevant systems in the home e.g. time and attendance systems, eLearning, policy management systems, care planning systems, EMAR etc.

o Submit all required documentation for new starters and joiners on the date the individual joins or resigns.

o Order uniforms and badges for team members where required (always check stock before ordering new uniforms) and ensure we get leavers uniforms and any other equipment back after they leave.

o Ensure that all duties outlined in the latest Admin & Finance Guidance document are executed as required.

- Payroll

o Ensure that all team members have a fob for clocking in and a PIN for request annual leave and reviewing their upcoming shifts on their first day of employment.

o Ensure that PeoplePlanner is always up to date, including that exceptions are being managed daily, rosters are loaded four weeks in advance, team member details are always up to date, sickness and annual leave are recorded on the system and all active team members are on the system.

o Ensure that payroll takes place every month and everyone is paid accurately.

o Ensure that all duties outlined in the latest Admin & Finance Guidance document are executed as required.

- Annual leave

o Ensure that annual leave is managed using PeoplePlanner with requests made and approved (by the Home Manager) through the system.

o Work with the Home Manager to ensure that annual leave entitlement is used before the end of the holiday year (anything not used will be lost and not paid out).

o Ensure that all duties outlined in the latest Admin & Finance Guidance document are executed as required.

- Accounts payable, petty cash, residents’ expenses, expense claims and banking

o Gather all invoices for Home Manager sign off. Support the Home Manager in pushing back on invoices with suppliers where we are being overcharged. Send Home Manager signed off invoices for payment (all invoices must be signed by the Home Manager in order to be paid)

o Maintain a complete log of petty cash usage in the home and evidence of all expenditure. Petty cash can only be taken from the tin with Home Manager approval for items specifically authorised by the Home Manager.

o Maintain a log and evidence of all residents expenses and submit monthly so that residents can be charged. This could include newspapers, telephone charges, chiropody, hairdressing, escorts etc

o Keep a log of all money banked and submit whenever any money is banked.

o All expenses must be approved by the Home Manager and receipts provided. Where this has been provided submit on a monthly basis so this can be reimbursed to individuals with their payroll payment.

o Ensure that all duties outlined in the latest Admin & Finance Guidance document are executed as required.

Important characterises

- Computer literate

- Highly organised

- Takes initiative

- Good verbal and written communicator and good with numbers

- Passionate and committed

- Approachable and supportive

- Listens to people and responds to issues

Job Types: Full-time, Permanent

Salary: £14.50-£15.50 per hour

Benefits:

  • Discounted or free food
  • On-site parking

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Ability to commute/relocate:

  • BRISTOL: reliably commute or plan to relocate before starting work (required)

Experience:

  • care home: 3 years (preferred)
  • care home administration: 3 years (preferred)

Work Location: One location

   
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