Regional Home Administrator and Trainer in Regional NW role at Four Seasons Health Care

Date Posted: 8/16/2019

Job Snapshot

Job Description

Job Reference ID:

Home Name: Head Office – Wilmslow
Location: Wilmslow, Cheshire, UK

Weekly Hours: Full time contract
Salary: £22,500 per annum

Posting Expiry Date: 29/08/2019


To provide ad hoc comprehensive administrative support to various Home Managers when there is an administrator or Home Manager absence or vacancy within a home. This role will ensure the effective operation of administrative systems and processes as well as help recruit a replacement administrator and support the Home Manager with induction and on-going training for both Home Managers and new administrators.


Job Requirements

Main duties and responsibilities

  1. Lead the administration function for any of the different types of care homes operated within a Managing Director region
  2. Able to supervise inventory management including purchasing, product selection, and supply usage in the absence of the Home Manager
  3. Constantly reviewing current process in various homes and able to implement improvements and best practice when needed
  4. Participates in the development and revision of the Home Business Administration Manual and compliance processes with Home and Regional Managers to ensure consistent, efficient and safe colleague and resident experiences
  5. Fosters a sense of urgency in other administrators and colleagues that promotes commitment to optimal administration outcomes and regulatory compliance
  6. Creates, maintains and communicates effective and timely administrator training and induction schedules according to the needs of the care home
  7. Helps inductees and other new administrators to overcome any technical or organisational challenges they may encounter in the first year of employment
  8. Assist the Home Manager in all elements of the recruitment process; utilising online recruitment tools, arranging interviews and ensuring all relevant documentary requirements such as references, criminal record checks and other regulatory compliance checks are carried out
  9. Responsible for supporting multiple centralised sales, purchase ledger, and payroll systems by providing accurate information to meet required deadlines
  10. Work with home managers and administrators in other homes to investigate variances highlighted in financial and operational management information
  11. Will provide general administration support to homes that are closing, opening or transferring to a new operator

General Administrator duties and responsibilities

  1. Maintain a personal administration file for each resident and communicate all admissions, deaths, discharges, temporary absences, fee rate changes and any other relevant information, using approved systems
  2. Ensure that Terms and Conditions of Admission are agreed and signed and a payment method established is by each resident or their representative and an acceptance of those terms recorded
  3. Draft standard communications including letters and emails on behalf of the Home Manager
  4. Provide first point of telephone and face-to-face contact for visitors and callers to the Home.
  5. Devise and maintain databases and spreadsheets
  6. Collate statistics and produce reports
  7. Responsible for petty cash returns
  8. Responsible for the provision of weekly/monthly submissions to the Managing Director or central Support functions including Finance, HR, Payroll, Legal
  9. Deliver the reconciliation of all weekly hours and data entry into the payroll system including accurate reporting of any agency staff hours employed throughout the week
  10. Assist with the maintenance of effective filing systems including resident files and personnel files for each colleague
  11. Responsible for an organised and effective archiving process, ensuring that files are stored safely and securely and can be easily retrieved
  12. Responsible for the opening and redirection of incoming and outgoing mail and email from the Home
  13. Attend meetings in the home, produce complete and accurate notes/formal minutes and co-ordinate the circulation of information and action points immediately following the meeting. Devise and operate admin systems in support of functions within the Home
  14. Analyse information and produce reports including complex reports
  15. Assist the Home Manager with preparation for regulatory and other inspections and visits
  16. Assist the Home Manager with marketing activities, providing initial information and best advice in response to enquiries
  17. To safeguard all Company, public and personal monies, including resident’s cheque books, cash and valuables that the role necessitates handling.

Where there is an Administrative Assistant(s) team, the Home Administrator will also be required to:

 Provide on-the-job training

  • Promote positive team working
  • Provide line management support to Administration Assistants
  • Be responsible for own practice and directly managed colleagues

General Responsibilities

  • To be responsible for the health, safety and welfare of yourself and others whilst at work, including colleagues, residents and visitors to the Home and for alerting the officers responsible to any hazards or potential risks to health and safety.
  • To be fully conversant with the FSHC policies relating to Safeguarding of Vulnerable Adults and Whistleblowing.
  • To ensure compliance with the FSHC Information Governance Policy, maintaining an appropriate level of confidentiality around issues that may be personal or commercially sensitive.
  • Establishing and maintaining positive working relationships both with colleagues, residents, visitors and other health professionals and agencies.
  • To act as an ambassador for the FSHC company Vision and Values.
  • To promote equality and diversity at all times and across all work activities.
  • To adhere to FSHC policies and procedures.
  • Attend mandatory training days / courses, on or off site, as and when required
  • To undertake any other duties and accountabilities which would be lawful, reasonable and appropriate to the role.

This role requires you to be full flexible and willing to travel within the role.

Company car is included with this role.