Administration Assistant

We have a vacancy for an Administration Assistant to join our friendly team at Cedars Care Home in Westcliff on Sea.

This is a part time role for 21 hours per week, worked over 3 days. You will be required to work every Saturday and Sunday from 9.00am to 5.00pm and alternate Mondays/Wednesdays from 9.00am to 3.00pm. From time to time, you will also be required to work on other days to cover any staff absences/holidays.

Requirements for the Role

You will be proficient in using Microsoft Outlook and Excel and will have a strong organisational approach to work using a methodical approach, whilst maintaining attention to detail. Ideally you will have at least 2 years’ experience of working in an administration role in a busy environment and used to multi-tasking and prioritisation.

You must be confident and have strong communication skills both oral and written, along with excellent interpersonal skills to deal with residents, visitors to the home, staff and the support office. Conducting yourself in a professional manner is essential as you are generally the first point of contact both over the phone and face to face, therefore you are the representative of the home and setting the first impression.

Key Duties may include:

Residents

• Become familiar with funding arrangements that could be available to residents and assist new clients and their families in applying for appropriate financial assistance.
• May be involved in show arounds when potential clients make enquiries.

General Administration

• Be responsible for the day to day running of the reception / admin office.
• Assist the Registered Manager to control business priorities through planning and checking on tasks and targets including training, recruitment, agency usage etc.
• Answer the telephone in a business-like and professional manner.
• Meeting and welcoming all visitors to the service.
• Take minutes for meetings as directed by the Registered Manager.
• Ensure that all enquiries are logged onto the electronic system by the close of business each day and complete follow ups.
• Use every endeavour to promote the home to all external agencies including Social Services, the NHS, practitioners and members of the public in all day to day dealings.
• Attend to daily correspondence and all other typing using word processing and spreadsheet packages as appropriate.
• Collect/deliver items from/to the GP surgery if required.
• Photocopying and scanning.
• Order stationery as required following correct authorisation procedures.
• Place orders with suppliers and follow the requisition process as directed by the Manager.
• Banking as and when required.
• Full working knowledge of the electronic system to upload enquiries, enter residents’ personal information, enter staff details, assist with rotas, updating documents due to expire dates and uploading employment contracts.
• Filing and archiving of records.
• Be aware of the CQC Standards.
• Follow at all times the home’s written policies and procedures.
• ​Comply with all operational instructions and other management directives.

In return, we will offer you:

• Competitive Salary
• Discounts at Major High Street Retailers
• Industry Recognised Training (including NVQ Levels 2 & 3)
• Progression Opportunities
• Comfortable Staff Rooms

We are part of the Canford Healthcare Group.

If you would like to join our successful team, please select “apply now” and forward us your CV.