Senior Administrator - Taunton, United Kingdom - Cream Care Group Ltd

Cream Care Group Ltd

Verified Company

Taunton, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Acting as administrative support to the Home Manager and Deputy Manager, including (but not exclusively);

Maintaining the office environment to a high standard of cleanliness, organisation and professionalism
Being the first point of contact for the home in a friendly, helpful and professional manner
Screening telephone calls, enquiries and requests and handling them within the limit of the role or redirecting to the necessary person
Forwarding of any relevant correspondence to the central office, other homes or external agencies in a timely manner
Maintaining the home diary and calendar
Arranging meetings such as care reviews, welcoming meeting participants and facilitating the meeting e.g. refreshments and resources
Liaising with the relationships & development team regarding upcoming reviews and / or plans for reviews.
Typing of any company documents under the instruction of the manager or deputy manager such as transition notes/meeting minutes /residents information /care plans/risk assessments/ hospital passports/missing persons/investigation notes/DoLs renewals/timeline of events/return to Works/creating new documents
Management of records within the office including filing, archiving and confidential waste, keeping resident and staff records up to date
Maintaining the 'Circle of Support' contact details for families and professionals within Nourish system and ensuring any changes are circulated to the central office team as required
Supporting the management and senior team to undertake a daily check of petty cash and resident monies and ensuring sufficient levels are maintained
Maintaining levels of stationery and ordering supplies for the home as required within the organisations purchase request system
Circulating information as requested by the homes management or senior team, as well as any requests from the central office
Updating and monitoring the Nourish care recording system, i.e. alerts, care planning and documents, under the direction of the manager or deputy manager
Working with the rota planning and employee management system (Access) to support the manager in implementing rota's, checking the rota system to ensure the home has adequate staffing in advance and helping other homes to cover their staffing needs
Arranging staff cover as directed during sickness, within the staff team, but also casual workers
Reconciling and collating information ready for the wages via the Access rota system
Generating reports and processing information from the care management system or employee management system to provide to the manager or deputy as requested
Supporting the management and senior team in taking advantage of local activities and events
Supporting in the requesting of maintenance via the digital maintenance request system (MaintainX) and monitoring updates / comments
Supporting the home manager and deputy manager in planning for and participating in regular quality assurance reviews, including having oversight of the ongoing improvement plan
Supporting the home manager, deputy manager and compliance department in ensuring relevant quality assurance checks are carried out and action communicated where relevant
Keeping the home up to date with various health and safety checks such as monitoring expiry date and booking in of visits, in collaboration with the quality assurance team and home management team
Supporting the home management team and Compliance Team in collating information for various contract or compliance monitoring processes, such as the daily NHS Capacity Tracker, Sundown Tracker, CQC Provider Information Return and any other data information requests as they arise
Ensuring up to date company documentation such as Statement of Purpose, registration certificates, insurance certificates and policies and procedures are displayed within the home
Supporting the home manager and deputy manager in monitoring supervision and appraisal thresholds, booking in of meetings with staff, typing up or filing of supervision records and maintaining the supervision / appraisal tracker
Working with the Training & Development Team and home management team to monitor training compliance thresholds, book employees on training, communicating training dates with employees, and communicate absences or issues to the training team
Supporting the home manager and deputy manager in the new employee induction process, for example ensuring they have their induction file, are assigned a mentor and maintaining monthly review dates
Supporting the home management team in maintaining HR processes and records with the HR system (Access), triggering of events and ensuring the all relevant documents are completed and uploaded to the system
Supporting the home management team in ensuring employee accidents are recorded and reported via the Access HR system
Supporting the home management team in implementing the absence management system such as book