Job Profile for Administrator

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Job Title: Administrator
Reporting to: Manager and Deputy Manager
Job Purpose: The post-holder is a member of the Home’s Senior Team and is responsible to the Manager for the following:

KEY TASKS

The Company induction will give you the skills and knowledge to understand your role.
You will provide financial support to the Management Team including accounting, bookkeeping, budgeting, VAT and the preparation of financial reports.
You will respond to Management requests for information surrounding budgets.
You will be responsible for the issuing of invoices.
You will have a working knowledge of software packages used including word processing and spreadsheets.
You will be responsible for the collection and banking of income, chase arrears and notify Central Office of outstanding monies.
You will work with the Manager/Deputy Manager to produce payroll information and liase with the payroll department to deal with queries raised by staff.
You will assist the Manager and Senior Team in the appropriate notification of new starters, leavers and changes in hours etc, and that Statutory Sick Pay procedures are followed.
You will ensure that the Home complies with Company policies to use preferred suppliers.
You will enter details onto in-house system and check and process invoices.
You will maintain petty cash records, prepare reimbursement claims for certification by the Manager, reconcile bank statements and enter details on Commitment accounting records.
You will maintain systems that have been put in place in order to meet regulatory standards.
You will work/liase with residents, families and other professionals such as Social Workers.
You will support the Manager to deal with administrative and financial matters in relation to new and existing customers including the issues of contracts, payment arrangements, liaison the Department for Work & Pensions regarding benefit levels, setting up payment details.
You will be responsible for the administration of recruitment procedures including invite letters to interviews and reference requests.
You will be responsible for the efficient operation of the Home’s filing and record system, and support the Manager to ensure that procedures in respect of clients’ right of access to information are observed.
You will ensure that the Home has an efficient reception and telephone answering system. You will provide advice and guidance to the public on a range of services provided by the Company, assisting in promoting the Home.
You will in conjunction with the Manager appoint and induct new administrative staff and act as a line manager for admin staff where appropriate.
You will maintain professional and hygienic appearance.
You will maintain care and business confidentiality.
You will attend meetings, training courses and follow-up refresher courses as required.

GENERAL

Undertakes other such duties as may be required by the Manager or Deputy Manager.

EQUAL OPPORTUNITIES

Promotes and acts at all times in accordance with the Company’s Equal Opportunities Policy.

PERSON SPECIFICATION

Criteria	Essential	Desirable
Experience	Good interpersonal skills Ability to organise own work to meet deadlines Ability to work within an office environment including word-processing and spreadsheets Effective verbal and written skills Previous experience in an administration role	Administration experience within a care environment.
Training & Qualifications	Good general education to GCSE/CSE or equivalent to include Maths and English	NVQ Level 2 Administration Knowledge of working with a finance computerised system
Flexibility	Support and attend social events Attend staff meetings Willing to undertake extra hours if appropriate
Personal Characteristics	Ability to remain calm under pressure Caring approach Reliability Ability to manage your own time Honesty and respect for confidentiality Clean and tidy appearance Ability to communicate clearly (to understand residents and make yourself clearly understood) Approachable Listening skills Sense of humour Ability to work as part of a team