ADMINISTRATOR Job Description
JOB TITLE: Administrator
REPORTING TO: Registered Estates Manager
Web2recruit are currently reruiting a part time administrator
Liaison with Residents:
Take lunch bookings and ensure this is passed onto Catering Manager at least 24 hours in advance.
Arrange Domestic Assistance Rota in conjunction with Registered Estates Manager.
Take bookings and manage, in conjunction with Registered Estates Manager, requests for additional Domestic Assistance and Personal Care.
Confirm with residents of the timings of their service and who will provide it.
Process accurate records of extra services including meals and care and support services for the production of invoices to residents and payroll purposes.
Co-ordinate and distribute on a monthly basis a newsletter detailing past and future events, etc.
Communication:Welcomes visitors to the Estate office, ensuring a courteous and appropriate response is provided to staff, residents, residents’ families, and other visitors.
Produces letters and other correspondence to be sent to residents, staff and other contacts as required.
Answers telephone calls in a professional manner. Provides information or advice or transfers calls appropriately.
Collects outgoing mail and arranges for posting for residents and staff.
5. Processes incoming mail and faxes, ensuring that these are dealt with or routed to the appropriate individual.
6. Handles bookings of Guest Suite and ensures it is cleaned and made ready for the next guests.
Staffing Administration:Carries out the administrative aspects of recruitment and selection of staff. This includes collecting information from telephone enquiries; providing information packs and correspondence for applicants; arranging interviews; monitoring the progress of routine checks; and issuing contracts of employment in conjunction with the HR department.
Issues personal protective equipment, paperwork etc. to staff.Purchasing and Stock Control: Assist with the purchasing of items such as personal protective equipment, stationery, uniforms, postage stamps, office sundries, cleaning supplies etc.
Maintains records of items purchased, controlling stocks of the above to ensure that adequate supplies are maintained.
General Administration:Assists with the production of Management reports
Carries out general administrative support tasks as required by the Estates Manager.
? Work at all times in accordance with the Assisted Living service philosophy.
? Undertake other such duties as may be required by the Manager.
? May be required to undertake duties in other locations operated by the employer.
? You will maintain a professional and hygienic appearance.
? You will work in line with the policy on Infection Prevention Control, according to your role.
Promote and act at all times in accordance with the Company’s Equal Opportunities Policy.
Your attention is drawn to the confidential nature of this post. Disclosures of confidential information or disclosures of any data of a personal nature can result in prosecution for an offence under the Data Protection Act 1984 or an action for civil damages under the same Act in addition to any disciplinary action which might include dismissal.
Health and Safety
It is the duty of every employee, under the provisions contained in the Health & Safety at Work Act 1974, to adhere to the employer’s Health and Safety polices and to ensure that they:
Take reasonable care of themselves and for others at work.
Co-operate with the company, as far as necessary, to enable them carry out their legal duty.
Do not to intentionally or recklessly interfere with anything provided (including personal protective equipment) for health and safety reasons or welfare at work.
Report any accident or untoward incident, to take appropriate remedial action as appropriate and to report fully to the Registered Manage
A copy of the current Health and Safety Manual will be kept at the development.
The post holder will be expected to attend meetings, training courses and follow-up refresher courses as required.
This job profile is not an exhaustive list of duties, but is intended to give a general indication of the range of work undertaken and will vary in detail in the light of changing demands and priorities within the Assisted Living developments. Substantial changes in the range of work undertaken will be carried out in consultation with the post holder.