Business Administrator; Part time

Are you looking for a rewarding opportunity to make a positive impact in your local community?

Do you have strong organisational skills and a passion for supporting others?

Can you work effectively in a care home environment, assisting with day-to-day administrative duties to help ensure smooth operations for residents and staff?

The Business Administrator role forms part of the wider leadership team for the Home which also includes:
Home Manager, Deputy Manager or Clinical Lead, Head Chef, Head Housekeeper and Maintenance. The role is fundamental to the smooth operation of the Home and is key in ensuring process and policies are adhered to for Finance, Quality and HR purposes.

The role includes but is not limited to:

Financial

Accountable for the administration of key financial processes in the home, in accordance with company policy and procedures, as outlined below:

• Ensure the accurate and timely completion of the resident admission and discharge process prior to a resident entering or leaving the home. This will incorporate the collation of the signed self-pay contract; obtaining Social Services / CCG purchase orders; collection of deposit and administration fees as applicable
• Submission of accurate invoicing / funding information to the Finance Team in order to raise invoices/credits in a timely and accurate manner
• Liaison with Social Services / CCG / and other funders to ensure that the correct funding is in place prior to the admission of the resident , where applicable
• Liaise with the Finance Operations team, Residents and Next-of-Kin where necessary to assist with the collections of overdue resident fees

Payroll:

• Ensuring the accurate and timely completion of the starters, leavers and amendments process for all employees in the home, including the maintenance of personal data for employees
• Management of home level pay rates in accordance with policy and procedure
• Daily reconciliation of hours recorded via the time and attendance system to the home level rota, including exception management and query resolution. Weekly submission of approved hours to the payroll team
• Purchasing responsibilities include ordering goods and services, receipting deliveries, and approval of invoices for payment
• Accountable for petty cash and Resident’s personal money including maintenance of accurate records and receipts; deposit and withdrawal of funds from the bank; monthly auditing of records; and safekeeping of funds
• To provide accurate and timely Management Information that is required by the Finance Team for the production of monthly accounts, and weekly statistical reporting.

HR and Recruitment:

Accountable for the administration of key HR and recruitment processes in the home, in accordance with company policy and procedures, as outlined below:

• Ensure efficient recruitment through planning candidate interviews with the Home Manager and following up on all post offer processes using a recruitment pipeline tracker
• Understand the key legislative and regulatory requirements for working in a care setting
• Maintain accurate and up to date HR files for all employees, ensuring regular checks are in place for DBS/PVG numbers, nursing PIN numbers and any other updates as required by regulation
• Take responsibility for any actions arising from audits completed by support teams such as HR, Operations or Quality, including time driven deadlines for reports
• Ensure the training compliance is accurate and updated on a weekly basis; arranging both e-learning and face to face training with the company provider for all employees
• Using a HR, ATS and other systems in place to complete processes

General Administration:

To provide administrative, clerical and other support as may be requested from time to…