Administrator (Full-time) - Winchester, United Kingdom - The Dower House Nursing Home

Description

Assist the Manager on a day to day basis to ensure the smooth running and continued high standard of service at The Dower House.

Liaise with Manager to ensure any request or concerns from residents and/or their relatives/visitors are dealt with promptly and courteously.

Effectively manage the administrative function at The Dower House and undertake all duties and responsibilities in a way which reflects the overall philosophy of The Dower House which is to put our residents needs first in a professional and friendly atmosphere.

• Ensure maintenance service contracts are renewed/reviewed with the General Manager.
• Deal directly with maintenance providers & contractors to ensure equipment services are carried out at allotted intervals and call outs are organised promptly. (Only exceptions are kitchen equipment contractors who normally liaise directly with the Head Cook).
• Undertake research for equipment or materials needed, sourcing prices & comparisons, place orders and liaise with suppliers regarding delivery of goods. Filter information to relevant department.
• Consult with Manager regarding new equipment and/or major repairs.
• Liaise with Manager to ensure administration duties relating to the buildings Fire Risk Assessment, Fire Regulations, Job and individual Risk Assessments and COSHH information sheets are reviewed either annually or when changes in policy require and are kept up to date.
• Assist Matron and Manager in ensuring all CQC policies, procedures and relevant files are kept up to date and add appropriate new policies as directed

• In conjunction with Matron and Manager, assist with potential long and short stay enquiries, send out brochures and follow up with information as required.
• Assist with the management of reservations for the short stay rooms as directed by the General Manager and Matron ensuring occupancy is handled efficiently.
• Show prospective residents around The Dower House as required.
• Update waiting list residents on an annual basis, or when major changes occur, and update list with feedback. Liaise with Events Coordinator who will produce newsletter to be sent out with annual letter to those on the waiting list.
• Attend, take notes, prepare minutes and distribute of Head of Department weekly meetings along with maintenance meeting on a monthly basis.
• Assist and liaise with other office team members in the annual review of policy documents relating to buildings & certain health & safety topics (e.g. COSHH, Pest Control)
• Assist residents and their families with queries, concerns or information required.
• Assist residents with postage, ordering newspapers & other reading material, simple shopping requests etc
• Organise refreshments and beverages for visitors and/ or residents as required. Greet family members as they arrive at The Dower House and show them to the residents room.
• Order taxis for residents and or their visitors as needed.
• General correspondence, typing, ensuring telephone answered promptly.
• Maintain filing system and archive on a regular basis.
• Update all lists and documents as required in conjunction with the other office team members (telephone, menu, contact numbers, staff duties, job descriptions, resident lists etc).
• Ensure lists, memos and minutes are circulated to all relevant departments.
• Attend Admin meeting with other team members and the Manager as required.

• Onsite parking

• 8 hour shift
• Monday to Friday

• To live within commutable distance to Winchester.

• English (required)