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Nursing Home Administrator

Location Strabane
Job type Temporary
Salary £10 - £10.02 per hour
Published about 1 month ago
Start date ASAP
Contact email Sharon Quigley
Job ref J2011_1677240164

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.


  • 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


  • 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


  • 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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