On behalf of our client, we are seeking an experienced Administrator to provide comprehensive support to the Directors and Manager, ensuring smooth day-to-day operations across administration, accounts, payroll, and staff records.
Key Responsibilities
Administration & General
- Act as first point of contact for telephone calls and visitors.
- Manage and maintain documentation, files, and archives.
- Prepare reports, correspondence, and statistical returns as required.
- Keep the Directors and Manager fully informed of relevant matters.
- Allocate and oversee the daily tasks of the Admin Assistant.
Staff Records
- Maintain accurate and up-to-date personnel files.
- Record and monitor holidays, sickness, and absences.
- Prepare and issue contracts of employment and amendments.
- Process staff leavers and ensure records are updated and archived.
- Calculate holiday entitlements for starters and leavers.
Payroll
- Maintain timesheets, sickness, and holiday records.
- Prepare monthly payroll input for submission to the payroll bureau.
- Distribute pay slips and maintain pay-related documentation.
- Prepare monthly payroll journals.
Accounts
- Manage and maintain both computerised (Sage) and manual accounts.
- Oversee petty cash and monthly reconciliations.
- Prepare resident/client fee calculations and invoices.
- Maintain purchase and sales ledgers, ensuring timely invoicing and payments.
- Monitor debtors and highlight issues to the Directors.
- Process corrections on Sage as required.
- Conduct monthly bank reconciliations.
- Produce monthly payment schedules.
- Resolve account-related queries and assist with year‑end accounts.
Enquiries & Admissions
- Ensure all enquiries are logged and followed up appropriately.
- Maintain accurate enquiry records and assist with progress tracking.
- Prepare documentation for admissions and discharges.
- Liaise with external stakeholders as required.
Maintenance Coordination
- Maintain accurate maintenance records.
- Liaise with suppliers and contractors to arrange repairs and servicing as directed.
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