Jawa Group

Receptionist / Administrator

Directly reports to Manager / Managing Director

The successful candidate will provide administration support to the staff team in an efficient and cost-effective manner, to maximise available resources. The above will enhance and contribute to a safe and healthy environment for the residents and staff.

Key Skills and Abilities Required

The candidate must have good verbal and written communications. IT knowledge and proficiency in Word, Outlook and Excel is necessary. The candidate must be flexible, willing to learn and listen, always maintaining confidentiality and loyalty towards employer.

The candidate must have the ability to multi-task, generate leadership and to show initiative to new situations. They must be able to work under pressure and meet deadlines. The candidate must hold weekly meetings with supervisor to provide feedback and updates.

The candidate must be reliable and punctual. They must be able to maintain filing systems and keep office areas in use tidy and clean at all times. They must receive guests / visitors and maintain good relations with external agencies.

Office Duties

  • To follow and maintain all office procedures. To maintain a logger system to record details of daily tasks and activities, in order to enhance time management.
  • To open the post and present to Business Manager. To distribute the mail to relevant departments.
  • Answering the telephone and directing calls appropriately.
  • Attending to correspondence (email / letter / faxes). Writing with and on behalf of management.
  • Recording outmail in the postbook. (Electronic File)
  • To ensure all deliveries and collections to the home are facilitated smoothly and the relevant people are informed.
  • Updating Oatlands ‘Outlook’ calendar with all appointments and public folder contacts. 
  • Email Business Manager, Deputy Manager and Managers with any appointments or communications.
  • To maintain MSDATA folders, ensuring that files are saved appropriately and that file paths are printed at the bottom of any document, so as its location can be sourced.
  • To record and inform any major events, issues and requests from communication book sending an email to Business Manager. 
  • To ensure that all policies of the home are clearly displayed and adhered to.
  • Assist the management in updating all policies and procedures and keeping abreast with the latest regulations in our industry.
  • Yearly appointments system must be maintained for annual electrical inspection to be carried out, legionnaires, portable equipment, lifts, gas boilers and cookers.
  • To show prospective clients around the home and to provide appropriate information regarding our services.
  • Health and Safety Fire Drill tests
  • Housekeeping records
  • Food Hygiene
  • Maintenance Contracts
  • Pest Control

Service Users

  • To maintain records of clients’ admissions and discharges, accident books, custody books, admission to hospital, dates and ward etc.
  • To manage electronic and hardcopy Service User files, following procedure in the office handbook for a new admission.
  • To ensure that all policies of the home, provided by Croner Consultants are clearly displayed and adhered to.
  • Ensure standards of Service User care are maintained at all times
  • To maintain accurate records of residents’ fund accounts. Awareness of funding situation, send request for top up letters where appropriate.
  • To prepare and maintain all records for inspection for the CQC.
  • To update the Statement of Purpose and ensure it is available for everyone to see in the downstairs office.
  • Work with Deputy Manager and Care Staff to gather accurate information regarding the state of residents, staff and home.  Ensuring it passes quickly and accurately within the organisation.
  • Update all necessary forms on behalf of Carers e.g. monitoring sheets, signing in sheets etc.

Employment

  • To maintain staff records and Files such as taking up references, CRB, bank details, PAYE details etc. Including applying for CRB, POVA checks to NCA and NI Number applications. POVA checks are emailed through from National Care Association and have to be recorded in files. Two references must be received (one from previous employer) before commencement of employment. To ensure we have updated and current contact details information for all staff throughout employment.
  • Induction
  • To manage electronic and hardcopy Staff Files. Following procedure in the office handbook for a new starter.
  • To ensure Provisional job offer letter has been sent, and after three months employment contract has been issued.
  • To maintain records of Work Permit and visa renewals. To request updated status information from staff.
  • To ensure all staff handbooks are up to date.
  • Ensuring that Supervision takes place, to monitor the updating of supervision folder. Supervision should take place every 3 months.
  • Annual Leave Applications
  • In the event of termination of employment follow procedure as per the office handbook. Moving employee into ex-employee folder. Contact details into relevant outlook folder (Oatlands Staff Former). Follow procedure with hardcopy files. Enter last day on the front of file. Store in recent leavers for two months and then store in archive. 
  • Training Programme for all staff and records of Training. Maintaining an overall Training providers folder with information of upcoming courses. Correspond with providers and staff through memorandums making them aware of what courses are available and request ‘signatures’ to express interest. Liaise with duty officer to provide as much notice to incorporate requests within the rota.

Training

  • Support and assist the training and development needs of the home’s staff in coordinating course bookings and provision of information, to comply with legal requirements for training.
  • Identify staff training requirements (mandatory and best practice) including one day and NVQ courses
  • Source external training as required
  • Publicise courses and develop staff attendance lists
  • Monitor staff availability for training and nominate delegates
  • Produce and distribute course joining instructions 
  • Monitor staff attendance at training courses 
  • Schedule, co-ordinate and follow up in-house training
  • Arrange room layout, IT and hospitality for in-house training courses
  • Schedule and document supervision meetings
  • Maintain training and supervision activity records, both manual and within the electronic matrices and produce reports as required
  • Liaise with external assessors
  • Any other duties within the scope and purpose of the role

Apply for the job

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