Administration Assistant

Main Duties and Responsibilities

Payroll and Staff Administration

• Prepare and process payroll information accurately and within required deadlines.
• Check staff timesheets, hours worked, overtime, sickness, holidays and other payroll information.
• Work closely with the Home Manager and Deputy Manager to resolve payroll queries or discrepancies.
• Maintain accurate payroll and attendance records.
• Assist with staff rotas and timesheets where required.
• Maintain employee files and ensure documentation is complete and up to date.
• Support recruitment administration, including applications, interviews, references and new starter documentation.
• Maintain staff training, annual leave, sickness and absence records.
• Assist with onboarding and administrative arrangements for new employees.

Ordering and Stock Control

• Order food, cleaning products, PPE, stationery, care supplies and other items required by the home.
• Monitor stock levels and ensure essential supplies are available.
• Work with the Manager, Deputy Manager, kitchen, care and housekeeping teams to identify ordering requirements.
• Check deliveries against orders and report missing, damaged or incorrect items.
• Maintain accurate ordering and delivery records.
• Liaise with suppliers regarding orders, deliveries, invoices and queries.
• Help ensure purchases remain within agreed budgets and follow the home's purchasing procedures.
• Obtain quotations or compare suppliers when requested by management.

Supporting the Manager and Deputy Manager

• Work closely with the Home Manager and Deputy Manager to support the effective running of the home.
• Assist management with reports, audits, inspections and compliance documentation.
• Prepare letters, forms, spreadsheets and other documents.
• Arrange meetings and appointments and take minutes when required.
• Assist with maintaining policies, procedures and administrative records.
• Help management monitor important deadlines, staff documentation and training renewals.
• Provide administrative support during inspections and visits from external professionals or organisations.
• Communicate important information to staff as directed by the Manager or Deputy Manager.

General Administration

• Answer telephone calls, emails and general enquiries professionally.
• Welcome residents, relatives, visitors, contractors and professionals to the home.
• Maintain accurate resident and staff records.
• Carry out filing, scanning, photocopying and document management.
• Manage incoming and outgoing post.
• Assist with invoices, petty cash and financial records as required.
• Maintain office supplies and equipment.
• Ensure confidential documents and information are stored securely.
• Communicate professionally and sensitively with residents and their relatives.
• Carry out other reasonable administrative duties requested by the Home Manager or Deputy Manager.

Desirable

• Previous administration experience within a care home, healthcare or social care setting.
• Experience using payroll, rota or workforce management systems.
• Knowledge of recruitment and HR administration.
• Experience dealing with suppliers, invoices and purchase orders.
• Understanding of GDPR, safeguarding and confidentiality requirements.

Safeguarding and Confidentiality

The Administrative Assistant must understand their responsibility to safeguard and promote the welfare of residents. Any concerns regarding a resident's safety or wellbeing must be reported immediately to the Home Manager or Deputy Manager in accordance with the home's safeguarding procedures.

All information relating to residents, relatives and employees must be treated as confidential and handled in accordance with the home's policies and data-protection requirements.