Office Administrator

Job summary

An administrative assistant at the Elms will report to and support the Registered Manager in managing daily office operations, resident administration, staff administration, financial administration and other general administration. They play a vital role in maintaining the Elms smooth operation and creating a welcoming, person-centred environment.  

Responsibilities

1.  Reception & Communication

• Contact for residents, relatives, and professionals; provide a warm, professional welcome to visitors.
• Incoming telephone calls, handle general inquiries, manage the home's general email inbox.
• Assist show-arounds, providing information to prospective residents and their families. 

2.  HR & Staff Administration

• Support RM with the recruitment onboarding process
• Maintain accurate staff personnel files, track training records, and monitor mandatory updates to training. 
• Provide training matrix for monthly management meeting
• Ensure policies and procedures have been given to staff and confirmation read. 
• Assist weekly timesheets, track staff sickness and annual leave

3.  Resident Administration & Compliance/ regulatory 

• Paperwork for new admissions, contracts and funding arrangements
• Maintain confidential and compliant resident files in line with Care Quality Commission (CQC) standards and data protection guidelines.
• Update databases of external contacts (e.g., GPs, social workers, and local authorities). 

4.  Financial & General Administration

• Organisation of electronic files
• Managing and filingl invoices
• Maintaining all meter readings of: biomass, electricity, water, oil and providing in electronic form to the RM each month (works in conjunction with handyman); to be input on monthly audit. 
• Maintains records of call-outs for repairs and reports to Owner once a month on this.
• Residents' personal allowance accounts, and process invoices and delivery notes.
• Maintaining all archives under instruction of Registered Manager
• Perform general clerical duties