Office Manager – Colliers Croft

Job Description

Job purpose – To be responsible for providing a confidential and efficient administration in the Care Home.

Key Responsibilities

 

1.      To support the Management team, providing an efficient and confidential administrative service. Screen telephone enquiries, signpost and take messages where required.

2.      To lead and supervise the Administration, ensuring that the team act as a first point of call for residents and visitors whilst providing friendly, welcoming professional support.

3.      Ensuring all enquiries for potential new residents are properly and efficiently managed and recorded by the Admin Team and directed to the relevant personnel for action.

4.      Maintain accurate and complete records for residents and staff members and archiving and destroying said data when required in line with GDPR ensuring confidentially at all times in line with the company’s policies and procedures.

5.      Set up new files and maintain existing files for staff, obtaining all statutory checks and references in a timely manner for new staff to commence employment.

6.      Purchase stationery when required and maintain sufficient stationary for the home.

7.      Signpost and prioritise dealing with telephone calls effectively from Doctors, Social Workers, Residents Family members and Professionals.

8.      Prepare contracts for new residents on admission, ensuring all relevant signatures are obtained and standing order mandates are set up and completed.   Collect fees as appropriate and chase non-payments if required.

9.      Banking – ensure that all cheques and cash received (fees, lunch monies, fund raising and uniform payments) are recorded on the cheque ledger, Finance informed and are secured in the safe.

10.   Manage residents’ personal monies ensuring all monies are safe, accurate and all credits/debits are recorded. Process receipts of monies against resident’s accounts and ensure all monies are accurate and well maintained.

11.   Manage the Homes’ ledgers ensuring that monies are withdrawn/deposited as necessary and that all receipts are logged and retained for inspection, ensuring weekly checks are carried out and any anomalies are reported

12.   Distribute mail and deliveries delivered to the home.

13.   Carry out and manage all other financial administration that supports the business operation.

14. Ownership of DSPT ToolK

Job context

The role requires effective communication and interpersonal skills to enable you to develop, supervise and lead the Administration team in providing  an outstanding level of service to all users.

Key measures

Mandatory training up to date

Supervisions carried out for all Admin staff.

Results and feedback from home inspections and audit reports (internal and external).

Person specification

Good numeric and literacy skills

Knowledge/Experience of MS Word, MS Excel and MS Outlook

Good communication skills

Professional telephone manner

Practical and organised

Team player

Reliable and punctual

Genuine interest in working with a caring environment

Name: Kerry Baddley

Email: Kerry.baddley@highpointcare.co.uk

To apply for this position, please download our application form. Please return your application form to the contact (detailed above).