Business Administrator - Cirencester, United Kingdom - Aura Care Living Ltd

Aura Care Living Ltd
Aura Care Living Ltd
Verified Company
Cirencester, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

JOB DESCRIPTION

POST TITLE:
Business Administrator


REPORT TO:
Home Manager/Finance Director


Purpose of the job:

The post holder will be the prime of contact for all matters relating to invoicing of residents, contact with local authorities and families relating to fees and petty cash and banking fees received.

Responsibility will include maintenance of all records relating to contracting and financing.

He / she will deal with all aspects relating to residents' financial and personal records, including pocket money and sundry invoicing relating to additional services provided by third parties.


Duties will include general correspondence, telephone enquiries, maintenance of local IT systems, facilitating information pertaining to staff records and payroll.

The administrator will ensure smooth running of all financial aspects of the local environment and prepare all documentation and figures ready for head office process.


Task Responsibilities:


  • Keep complete records of all relevant residents' documentation to include financial contracts, monthly invoice requests and payments, pocket money cash records and sundry invoices.
  • Provide all financial invoicing and information to clients (or next of kin) including sundry invoices. Liaise where necessary to resolve queries and corrections and followup any unpaid invoices.
  • Maintain records of client admissions, hospitalisations and discharges to ensure correct charges invoiced.
  • Process Social Services Assessment forms (Where applicable). Invoice and liaise where necessary with Social Services' Finance department. Chase late payments.
  • Provide monthly summary of invoices issued and payments received to Head Office All management information to be supplied to line manager monthly.
  • Prepare and submit data relating to petty cash and wages totalsmonthly
  • Match supplier invoices / delivery notes and obtain authorisation to pay prior to submission to Head Office for payment. Liaise with suppliers on queries and refer to home manager where problems exist.
  • Liaise with external agencies and suppliers and prepare orders in their correct format on behalf of all heads of department and home managers.
  • Attend training courses and sessions as required.
  • Maintain client, staff and business confidentiality at all times.
  • Prepare and maintain stationary orders, stock and records.
  • Facilitate all in house systems and act as the information hub between the local site and head office.

Contacts


There will be contact with Older People Services Manager, Managers of establishments providing services to older people, the Team Leader for Assessment and Care Management Older Peoples Services, Social Workers, Inspection Team, Officers who have a lead role in Health and Safety.


Contacts will be as directed by the manager for operational purposes, maintaining the infrastructure of the Home, information exchange, and problem solving and undertaking specific projects to service development.


GENERAL RESPONSIBILITY
Maintain an awareness of the Health and Safety requirements.


Work individually and within the team to provide the necessary administrative back up for residents, staff and management to a standard commensurate with aims and objectives of the Home and in consideration of its residents.

Observe and maintain high levels of communication within the teams of staff, individual colleagues and residents.

Maintain client and business confidentiality at all times.

To carry out any additional duties as requested.


To undertake any additional training and development programmes the Home may consider appropriate to enhance your contribution to the work at this home.

To review on a regular basis the job description for your post and to agree any changes.


Policies and Procedures


To be up to date on, and follow, the relevant procedures contained in the Home's Policies and Procedures file as they affect your job and its responsibilities.


Equal Opportunities
Aura Care Living is a company which consistently and positively celebrates differences that we have as people. This Home, in its policy and training, describes what we can expect of each other in our conduct.

In your job, we expect you to make the fair treatment of colleagues and of those whom we serve a priority.


Accountability
Be accountable to the Manager for all areas of your duties and responsibilities.

This accountability will be expressed through:
Regular one to one supervisions and team meetings with the Manager and other members of the team.

An annual appraisal meeting at which personal targets will be set and monitored.


The administration will have a "dotted line" into the Finance Director and may need to liaise directly with them on a regular basis.

The administration may need to prepare reports and work directly for the finance director within Aura Care Living.

**Tasks and responsibilities within your area of capability may vary occasionally depending up
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