Job description

Job Title: - Nursing Home Administrator

Location: Strabane

The Client: Given on Application

Main Duties and Responsibilities:

The Role: To provide administrative support to the Home Manager in accordance with the Company's Four

Core Values of:

• Resident Comes First
• Complete Professionalism
• Open Communications
• Team Work

Daily / As Required:

• Answer telephone, transferring calls where necessary to relevant person or taking and passing
• on messages.
• Provide a welcome to visitors and direct / introduce them to the relevant person if necessary.
• Ensure Contractors are signed in to the building and that they sign the appropriate Register.
• Ensure the Home Manager receives all enquiries in relation to placements in the Home by
• potential Residents, their families, Social Workers etc.
• Always ensure Residents' register is up to date.
• Print and update room occupancy and fire records.
• Open and sort mail, issue Residents' post and ensure Nurses receive all hospital, medical or
• associated correspondence in relation to Residents.
• Complete any social security forms as and when received.
• Record incoming and outgoing mail.
• Provide correspondence support to Home Manager, typing letters and completing forms as
• Manage monies received from families and on behalf of Residents, ensuring it is stored securely
• and lodged in the bank at the appropriate time.
• Manage monies in Residents' funds and record all activity, ensuring that all relevant
• documentation is signed.
• Manage petty cash and ensure that signatures / receipts are always recorded.
• Forward invoices to Accounts Team at Head Office.
• Distribute to the relevant person in the Home (Manager or Nurse) any correspondence received
• by Fax or E-mail which relates to Residents.
• Design and display notices require for Residents, Relatives and Staff at the Home.
• Check payroll information provided by employees' "fob-in" times on the Careblox system and
• make any alterations approved by the Home Manager.

Weekly / As Required:

• Prepare and send report on agency use to Head of HR.
• Prepare and send Recruitment Update to Head of HR.
• Prepare and send Occupancy Report to Operations Manager.
• Input to Careblox system, information required by Accounts Team at Head Office to process the
• monthly payroll.
• Ensure Careblox system is updated with information on absenteeism, annual leave etc.
• Update records required for Head Office in relation to maintenance work carried out on site.

Monthly:

• Forward to Head Office, P45's and Commencement Forms on behalf of New Employees.
• Forward sick lines to Head Office.
• Forward Maternity Leave, Paternity Leave and any other documentation relevant to an
• employees' salary or Statutory Benefits to Accounts Team at Head Office.
• Check NISCC (Northern Ireland Social Care Council) Register to ensure all relevant employees'
• registration is current and valid.
• Check NMC (Nursing and Midwifery Council) Register to ensure all Nurses' registration is current
• and valid.
• Bring to the Home Manager's attention any deficiencies observed in NISCC and NMC Register
• Send Petty Cash reconciliations to Accounts Team at Head Office

As Required for Recruitment:

• Ensure New Starter Forms are completed on behalf of new employees and approved by the
• Home Manager.
• Create Personnel File for each new employee using template.
• Order uniforms for new employees.
• Use contract template to issue employment documentation to new employees and ensure that
• all appropriate paper work is completed.
• Issue and record lockers assigned.
• Support new employees (if required) in their registration with relevant bodies.
• Send application packs to persons who enquire about vacant positions.
• Set up spreadsheet for each vacancy, applying file reference to each application for each
• Arrange shortlisting for vacancies with Home Manager.
• Arrange interviews as required.
• Ensure all appropriate recruitment correspondence is completed and recorded on the vacancy
• Request references on behalf of candidates, using template.
• Offer jobs to successful candidates, using template.
• Process applications for Access NI Clearance on behalf of applicants

Admission of a New Resident:

• Ensure initial enquiry taken from hospitals or Social Workers are brought to the Home
• Manager's attention.
• Print admission form, service user agreement and arrange for resident or nominated person to
• Complete blue book for registration.
• Add Resident's name to all relevant lists.
• Print file covers etc; Take photo x 2 of Resident; Print name tags for Residents' name board and
• room door; E-mail head office with details of new Resident and forward admission form.
• Open Resident's personal money account; Update Sharepoint with Resident's details; Add
• Resident's details to Careblox.
• Stationery and Supplies:
• Ensure supply of stamps is available.
• Maintain stocks of stationery to ensure that essential documentation is available;
• When required, order gloves, aprons, wipes, drinking cups, various care supplies as requested by
• Care Staff, Nursing Staff or Manager.
• RQIA:
• Scan appropriate Incident Forms to RQIA and relevant Trusts.
• Complete Trust Adverse Incident Form and forward to Trust with incident forms.
• Print off all RQIA Inspection notices and notifications and inform Manager of same.
• Print any QIP documents received and contact RQIA for password and complete with manager as
• and when requested. Forward completed QIPs to RQIA within time schedule and file

Training:

• Add all new staff to training matrix.
• Update matrix with training performed in-house and externally.
• Liaise with Home Trainer in relation to training attendees, dates and times.
• Once training is arranged, type training notices and display throughout the home.
• Keep up to date copies of training content and certificates relating to same on file at reception in
• Employee Training file.
• Provide evaluation forms as required for training carried out in the Home.
• Print two training certificates for each member of staff and file one in Employee Training Folder
• and one in Personnel File.
• Archiving:
• Archive internally, files of Deceased or Discharged Residents within 1 year.
• Archive externally in approved storage facility using approved equipment, all Residents' and
• Office files which have been archived internally for one year.
• Archive externally all former employees' files in line with GDPR Legislation and in line with
• Employment Legislation.
• Meetings:
• Type meeting agenda.
• Attend and take minutes at meetings when required.
• Maintain accurate and professional filing systems.
• Ensure confidentiality and security of all documentation.
• Manage Careblox system and report to the Home Manager, any discrepancies caused by failure
• by employees to fob in as required to record Time and Attendance element of the system.
• Process invoices on Careblox
• Record fire alarm check

Not a remote role.

Hours of work: 9 to 5pm

Requirements:

• At least one year's experience in an administration role
• Strong administration skills
• Familiarity with Microsoft Office systems
• A high level of confidentiality
• Excellent interpersonal and customer-facing skills
• Strong communication skills, both written and verbal
• The flexibility and willingness to learn
• To enjoy working with people
• Tact and diplomacy
• The ability to work as part of a team and individually
• The ability to work accurately, with attention to detail

In Return:

• We pay an hourly rate of £10.02
• Holidays 28 days plus bank holidays PA

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