Administrative Manager

at  KYN

RESIDENT EXPERIENCE RESPONSIBILITIES:

• To support the Home Manager in creating a warm and welcoming atmosphere and consistently delivering an exceptional experience for our residents and their families
• To be accountable for the smooth running and management of the Concierge Team.
• Answer/respond to all telephone calls/emails in a professional, welcoming and timely manner in accordance with company standards
• Create a nurturing environment where our residents and their family members feel loved, happy, safe and secure

ADMINISTRATION RESPONSIBILITIES:

• To be responsible for the day-to-day management of home administration duties, including admission and enquiry paperwork
• To update and maintain an accurate database of all customers contacts as they occur and ensure all data is handled confidentially and in line with GDPR
• Ensure a copy of lasting power of attorney is passed to the Nursing Team.
• Record POA on the Power of Attorney Matrix
• Update the resident’s weekly occupancy chart and send to the appropriate departments
• Print and prepare in advance the resident’s daily menus using mail merge
• Add content for Triple Play
• Take and distribute notes of meetings within the home
• Order, store, distribute and manage stock control of all stationery
• To effectively manage and oversee stock in the concierge
• Manage post within the home
• Liaise with Ask4 on behalf of the teams
• Archive, using the archive retention times within the home and off site once a year
• Support the Home Manager with general admin duties as required
• Flexibility within the hours of work may be required to assist during times of annual leave or sickness (including shifts & alternate weekends)
• Be responsible for the health and safety of self, other team members, residents and visitors under the Health and Safety regulations. Report any hazards or potential hazards to the person in chard or take other appropriate action
• Adhere to all KYN’s policies and procedures
• Maintain confidentiality of information regarding residents, visitors and team members
• Attend and actively participate in team meetings
• Cover Concierge Desk as required.

FINANCE AND REPORTING RESPONSIBILITIES:

Support the Home Manager and Head Office Finance team with the following:

• Produce the new client (including respite) admission paperwork and ensure the contract is signed and payment made on the day of admission
• Ensure all short-term contracts for those wishing to extend their stay are renewed and invoiced accordingly
• To update Income Processing, for all admissions/discharges/fee changes – ensuring additional resident details are added to the contacts tab
• Scan and store all admission paperwork onto IP – T&C, invoice, FNC, CHC, POA and all other correspondence and destroy originals thereafter
• Verify with the Clinical Lead that all FNC claims have been submitted and acknowledges by the CCG
• Open/close residents telephone lines and run telephone billing for both long/short stay residents, recording charges and line rental onto the recharge and invoice system
• Manage the resident’s payments, including adding resident’s additional expenses to the recharge system and invoice respite residents prior to discharge
• Add billable extras such as chiropody to the residents’ invoices
• Run invoicing for the residents
• Regular communication with Group Director of Finance, comfortable to attend meetings and present and discuss home finance and reporting
• Manage petty cash and residents’ personal allowances
• Manage resident room changes and movements
• Liaise with Finance about billing on debt for home
• Liaise with all functions of the home to ensure all services are correctly billed
• Set up direct debits
• Organising resident deposits via card machine or bank transfer details
• eRoster compliance for all departments within the home
• Daily T&A report to discuss at the 10 @ 10 meeting
• Weekly rostered hours against budget per department
• Lead on Payroll and run weekly reports for the Home Manager and Director of Finance information.
• Run weekly Petty Cash, Resident Monies and Expenses reports for the Home Manager information.

PEOPLE AND CULTURE RESPONSIBILITIES:

Support the Head Office People and Culture team at KYN with the following tasks:

• Support the Hiring Managers with managing Workable and applications/interviews in a timely manner
• Support Hiring Managers to ensure all interview processes are adhered to, in particular our interview matrix, and that all interview notes are fully completed and returned to Head Office P&C
• Support the Hiring Managers to ensure all offer forms are fully complete and returned to Head Office P&C in a timely manner
• Using eRoster, create rosters, allocate shifts and departments, manage holidays, overtime, training, lateness and sickness
• Produce hours and exception reports for the Home Manager
• Manage dependency and diary entries to record team absence
• For new team members, add them to the time and attendance system and register their fingerprints, co-ordinate the fitting of their uniforms at Induction
• Complete monthly NMC PIN Checks for all employed Registered Nurses
• Ensure that all NMC PIN’s, DBS’s, Visa’s, and any other licenses are up to date for Team Members
• Report on vacancies/recruitment progress on a weekly basis and share insights at the HoDs meeting.
• Support line managers with employee relations matters including taking notes in meetings, preparing letters and documents, running reports, and analysing absence data, managing the holiday policy and procedure
• Alongside the heads of department ensure that the people policies are followed and adhered to
• Regular communication with Group People and Culture Director, comfortable to attend meetings woth the head Office P&C Team
• Work with the People and Culture team to become a Lifeworks and internal comms champion to drive employee engagement
• Ensure all noticeboards and employee communications are up to date and disseminated effectively and in a timely manner
• Responsible for ensuring that the beauty products in the changing rooms are refreshed and updated regularly
• Ensure that Team Members personal data are up to date at all times.
• Prepare for and participate in compliance audits by storing and accessing employees up-to-date training records