JOB SUMMARY

We are looking for an experienced administrator to join our team at Roborough House. The successful candidate will be responsible for providing administrative support to the nursing home’s management team and maintaining accurate records for the efficient running of the home.
The ideal candidate will have experience in Microsoft Office and archiving, with the ability to work using their own initiative. They should also be competent in the use of Excel, with experience managing finance software and creating and maintaining rotas.
The primary role will be within the existing administration team, where you will work alongside the multidisciplinary team, offer high quality administrative services for the service, it’s staff, service users and other professionals.
The successful candidate will receive high quality supervision from their managers. There will be opportunities to develop your administrative skills.
If you are a highly motivated individual who is able to work independently and as part of a team, and you have the required skills and experience, we would love to hear from you.
This is a fantastic opportunity to join a friendly and supportive team in a rewarding role. If you meet the requirements set out in the person specification below and are passionate about delivering high-quality administrative support, please do not hesitate to apply.

DATA PROTECTION

The post holder must at all times respect the confidentiality of information in line with the requirements of the Data Protection Act. This includes, if required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold data only for the specified registered purposes and to use or disclose data only to authorised persons or organisations as instructed.
This list of duties and responsibilities is by not exhaustive and the post holder may be required to undertake other relevant and appropriate duties as reasonably required.
This job description is subject to regular review and appropriate modification.

Manage the day-to-day administration of the nursing home, including answering phone calls, responding to emails, and greeting visitors.
Maintain accurate and up-to-date records using Microsoft Office and archiving systems.
Create and manage staff rotas, ensuring appropriate staffing levels are maintained at all times.
Manage financial software, including expenses, and payroll.
Ensure compliance with all relevant regulations, policies, and procedures.
Assist with the coordination of staff training and development.
Support the care and management team with any other administrative tasks as required.
Support the Lead administrator in the completion of weekly staff reporting and roster creation.
Support the Lead administrator in the upkeep on Petty cash recording on a day-today basis.
Promote the image of the department, checking that notices and leaflets are up to date & well presented.
Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.
Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with supervisor.
Arrange appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with supervisor where required.
To produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.
To maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Supporting operational staff to access management information; electronic and hard copy.
Collect data to enable managers to monitor budgets and performance in relation to business support function with support of supervisor.
Collect and prepare information for service area users with support of supervisor.
Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.
Be proactive and contribute ideas for improvement in the way the service is delivered.
Be able to work using own initiative, prioritising work within defined policies and procedures to set timescales.
Ensure that all office support services e.g. post, filing, photocopying, archiving are delivered in a timely manner.
Demonstrate own activities to new or less experienced employees.
Monitor stock e.g. stationery and order supplies and equipment as required within the business area with authorisation from supervisor.
Key holder for on-site safes and locked areas.
Provide cover to receptionist when required; supporting service users & visitors in the reception area, acting as the first point of enquiry and sign posting individual to relevant information / service.
To deputize for the Lead administrator in their absence.