Description
Think you’ve got what it takes to be the calm, capable heart of our operation?
We’re seeking a dynamic Administrative Assistant/Receptionist who thrives on keeping things running smoothly, greeting people with genuine warmth, and turning hustle and bustle into order before breakfast.
If you’re someone who loves being the go-to person, takes pride in a well-organised desk (and inbox), and genuinely enjoys helping others, we’d love to hear from you.
General Scope of the Post:
To support the senior leadership team in the administrative duties integral to the running of the home. To promote and provide a high-quality service within the standards, policy and procedures set by CWC Group.
Working collaboratively and through integration of expertise, the management team will support the realisation of organisational strategies, structures and processes to help the organisation to continually improve performance.
The post holder will focus and support management on the following key areas within the organisation’s governance framework.
Main Tasks:
Ensure visitors to the home are attended to appropriately. They are escorted to their destination and visitors book is maintained.
Welcome, co-ordinate and liaise with internal and external resources, in person, front of house.
Co-ordinate and liaise with internal and external resources -email, phone and written contact.
Deal with enquiries or queries from site, central and clients, respond appropriately and convey the relevant information to individuals.
Maintain filing systems, order stationary and maintain stock, keep accurate records.
Record all contact with internal and external sources.
Support Management and Leadership Team
Compile and provide reports ass directed and in a timely manner
Support nursing staff with documents management, provision and retention.
Be responsible for different communication tasks, ensure information is cascaded to internal teams and staff as required.
Manage necessary platforms and systems. Compile and deliver reports as applicable.
Arrange business Critical internal/external events i.e., booing of appointments, transport.
Scheduling training and notification of staff. Maintain a register of training needs and records on a monthly and as required basis, provide to management and leadership team.
Facilitating necessary client calls, i.e., multi-professional, family and friends.
HR
Assist and support home manager with the administration involved with recruitment and selection & training and development.
Assist staff with NISCC registration and maintaining same. Check staff registration and compliance, compile monthly reports for management.
Managing online training platform, enrol staff, monitor compliance, record face to face trainings and maintain a matrix. Compile reports for management.
Assist with compilation of new employee files, ensure relevant documents are provided and correct at pre-employment.
Residents
Have appropriate contact with the residents and safeguard their rights.
Liaise with residents’ families appropriately to their role, keeping within GDPR Guidelines.
Finance
Ensure purchases are made and received correctly and recorded appropriately. Records are maintained, scanning of receipts and invoices.
Management of staff lunch ordering procedure and safe keeping of any monies collected in relation. Delivery of same to appropriate department.
Assist with management of staff clocking in system. Compile reports for pay role.
Whilst the above is an outline of the duties you will be required to carry out any other duties as may be reasonably requested.
The company is committed to providing the highest possible quality of service and employees are expected to treat those with whom they come into contact in a caring, courteous and respectful manner at all times.
Essential Criteria:
GCSEs (or equivalent) including English and Maths at grade C or above.
Excellent communication and interpersonal skills.
Competent in Microsoft Office applications (Word, Excel, Outlook).
Ability to maintain professionalism, confidentiality, and discretion.
Strong organisational and time-management skills.
Ability to work independently and as part of a team.
Friendly and empathetic approach, especially when dealing with residents and families.
Desirable Criteria:
Previous experience in a similar role working in a healthcare, residential or nursing home environment.
NVQ Level 2 (or above) in Business Administration or a related field.
Knowledge of GDPR and confidentiality in a healthcare setting.
A full UK driving licence.
**Please note we are unable to offer sponsorship for this role
To be considered for this role you will be redirected to and must complete the application process on our careers page. To start the process, click the Apply button below to Login/Register.
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