Job Purpose
To provide effective administration support within the Care Home, ensuring accurate record keeping, timely reporting, compliance with regulatory standards, and smooth day-to-day operational functioning. The Administrator plays a key role in maintaining care home documentation, financial logs, recruitment records, and organisational audits. Flexi hours to be discussed at interview.
Administrative Responsibilities
- Maintain accurate and up-to-date office records and filing systems.
- Provide administrative support to the Home Manager and Deputy Manager.
- Answer telephone calls, greet visitors, and manage enquiries professionally.
- Ensure confidentiality and secure handling of all sensitive information.
- Maintain staff rotas when delegated.
Matrix Management & Compliance
- Update training matrixes daily or as required.
- Maintain competency and supervision matrixes, ensuring accuracy and timely updates.
- Support managers in identifying overdue training, competencies, or supervisions.
- Ensure documentation meets internal and regulatory standards.
Audit Responsibilities
- Complete staff file audits covering a minimum of 10% of staff per month.
- Support managers in preparing for compliance inspections and quality reviews.
- Conduct financial audits including petty cash, personal allowance logs, and other required finance checks.
- Identify discrepancies and promptly elevate findings.
Financial Responsibilities
- Record and maintain accurate personal allowance logs.
- Record petty cash transactions and ensure receipts are filed correctly.
- Prepare monthly financial summaries for management.
- Support residents' families with financial documentation when appropriate.
Recruitment Administration
- Conduct initial recruitment checks including right-to-work, referencing, and DBS tracking.
- Ensure staff files are complete prior to commencement of employment.
- Maintain recruitment trackers and update the Home Manager regularly.
- Schedule interviews and support onboarding processes.
Reporting Responsibilities
- Record and report home occupancy figures as per Lotus Care reporting schedules.
- Ensure daily, weekly, and monthly reports are submitted accurately and on time.
- Assist with data entry for internal and external reporting requirements.
Training & Professional Development
- Complete mandatory training required by Lotus Care.
- Participate in ongoing training, refresher sessions, and competency requirements.
- Attend staff meetings and supervision sessions as required.
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