Admin Assistant - Plymouth, United Kingdom - Abbeyfield Tamar Extra Care Society

Description

Job Title
Administration Assistant


Salary Range
Dependent on experience


Purpose
Support the operational side of the buisness with the day to day functioning of the office duties.


Location
Abbeyfield

• Tamar House

Reports to
Care Home Manager


Our Values

• Openness
• Caring
• Honesty
• Respect
• Reassuring
• Inspiring
• Patience
• Committed

Responsibilities in Brief

People;

• Ensure staff are compliant across the board with training requirements
• Ensure staff training plans are up to date and accurate
• Answering office phones and directing to appropriate person
• Answering the door and signing people in to the building
• Lead on sourcing the best affordable training to meet our requirements of Tamar House

Day to Day Operations;

• Ensure that the office is an organised tidy environment which facilitates the smooth and effective day to day business of the Care Home.
• Ordering anything for the home that requires stationery and office supplies
• Liaise with IT support company re IT requirements/issues.
• Ensure that all residents and their relatives are fully aware of their financial obligations to Tamar House.
• Issue contracts to new residents.
• Responsible for monitoring all residential enquiries and actioning the administrative process that may follow.
• Ensure all necessary paperwork is collected from and given to employees re starting & leaving employment, including contracts of employment.
• Attending and taking minutes at staff meetings
• Being responsible for reacting to new enquiries and maintaining the waiting list
• Ensure all parties are aware of GDPR laws and procedures

Update company website of any changes, activities, legal info or special events that need to be reported/uploaded on the website

• Attend and take any resident meetings, health and safety meeting minutes needed

Reputation;

• Market and promote the Home so it sustains a good reputation in the local community.

Promote Abbeyfield's facebook pages ensuring evidence meets policy and procedures.


Governance;

• Manage risks to ensure compliance with relevant legislation so that a safe environment for residents, staff and visitors is maintained.
• Ensure all necessary paperwork is collected from and given to employees re starting & leaving employment, including contracts of employment.
• Ensure that the office is an organised tidy environment which facilitates the smooth and effective day to day business of the Care Home.
• Ensure welcome packs are available in the office for all enquiries that come into the home (Minimum of 10 welcome packs to be prepared).
• Completing DBS checks and right to work checks for new employees
• Sending out exit questionnaires to leavers
• Completing and sending out Family and staff surveys via survey monkey
• Work with the senior management team on projects when required.

About Abbeyfield Tamar House

Abbeyfield Tamar House is a 28 bedroomed residential home situated in Derriford Plymouth, we have over 40 staff members and pride ourselves on our quality of care within the home.

Our residents enjoy a very busy fun filled week with different activities provided by our activity's coordinator.

We are very fortunate to be fully recruited and this is an exciting opportunity to become a part of our existing team with this new role.

People Management

Resourcing & Rostering; support with recruitment and induction of new starters, ensuring appropriate pre-employment checks, so they are fit to work, perform effectively, ensure paperwork is available for any competencies required for the different roles and any observations that are needed.

Training & Talent Development; identify and meet individual and collective training needs so that staff develop in their roles and reach their potential, ensuring staff undertake mandatory elements within acceptable timescales, ensuring face to face and online training is compliant across the board and ensure a succession plan for key roles.

Volunteers; maximise opportunities to use a diverse range of volunteer workers, dovetailing to complement the existing employed workforce, and promote the unique perspective these workers bring.

Apprenticeships:
liaise with the colleges around the outcomes and desires of current and new students including work experience.


Financial Management:
(Support the Care Home Manager and Business Manager)
Work with training providers to ensure we maximise the best prices ensuring staff are attending their training days.


Reputation Management

Local Stakeholder Management; engage proactively with local community individuals and groups, acting as advocate for Abbeyfield in the promotion of a strong residential and employer brand in the area, whilst upholding the values of the Organisation.

Marketing Campaign Management; work closely with marketing, PR, media and communications colleagues in the design development and running of local campaigns, marketing plans and bro