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Business Administration Assistant - Bank in Brentwood at Signature

Date Posted: 2/6/2019

Job Snapshot

Job Description

Signature is delivering a new standard of nursing homes in the UK. Signature is a unique and inspiring group of homes, where care and lifestyle go hand in hand. These homes offer residents a relaxing, safe environment where they can enjoy comfort, companionship, independence - and their own front door.

Signatures vision is “delivering peace of mind”, peace of mind for the residents that they will be cared for and supported within our homes to live safe and fulfilled lives. Peace of mind of their families knowing that their loved ones are being well cared for and peace of mind for our employees knowing that they will be trained and provided with development opportunities to continue to build their capabilities to enable them to be the best they can be.

 

About the role.

To support the Administration Manager with day-to-day tasks, acting as a key point of contact for all incoming correspondence. Ensuring that the home operates to Signatures best practice and adheres to all regulatory requirements.

Job Requirements

Key Responsibilities

 

  • Administration support for all elements of recruitment, employee record keeping and payroll
  • Perform call handling including confidently screening calls
  • Arrange courier and postal services including opening and sorting all mail delivered to the home
  • Perform stock control and ordering for office consumables and stationery
  • Manage the end to end booking of temporary staffing for the home, building relationships with our key suppliers
  • Manage meeting room bookings and guest hospitality
  • Perform filing duties.
  • General administrative and business support as required e.g. binding and copying
  • Assist with creating rotas for reception
  • Manage diaries and support with administration duties for Heads of Departments (HODs)
  • Support resident administration requests
  • Record meeting minutes/note taker as required for meetings within the home
  • Ensure that office areas are well maintained, replenish stationary supplies and organised for the requirement use

 

Cash Management

  • Maintain individual resident’s Personal Accounts, ensuring appropriate record keeping.
  • Manage petty cash for the home, always ensuring that sufficient cash is available.
  • Managing credit card purchases and ensuring that all arise within Group Policy.
  • Ensure cheques, cash, credit card transaction slips and client personal allowance are securely stored at all times and that processes with regard to recording of all transactions are duly followed.
  • Manage the banking for the Home, working with Support Office to ensure all accounts reconcile.
  • Manage cheque requests between the Home and Support Office.
  • Assist the management accountant with the reconciliation of period end accounts.

  

Finance Administration

  • Ensure Purchase Orders (POs) are raised by all HOD’s in accordance with Group Policy.
  • Ensure all invoices and delivery notes for site supplies are collated, scanned and sent to Support Office, and assist Support Office with the processing of these where possible.
  • Ensure all agreements and contracts with third parties are signed at Support Office only.
  • Sign off petty cash and credit card reconciliation with the General Manager
  • Support team with managing and maintaining local budget trackers.
  • Manage resident funds (where applicable) and ensure sundry billing is reported on a monthly basis to the Accounts Receivable team

 

Temporary Staff Booking

  • Work with Clinical Administrator to fill gaps in the rota with available team members and bank staff
  • Book temporary staff through preferred suppliers when requested, after exhausting all incentivised alternatives with the teams and gaining sign off from Business Administration Manager
  • Work with Clinical Administrator to pre-plan gaps in the rota
  • Build relationships with our local and regional suppliers
  • Work with Business Admin Manager to report agency data on a weekly basis to the home and support teams

 

Maintaining Asset Registers

  • Maintain the fixed asset register for the home.
  • Perform annual fixed asset checks.

 

General Administration

  • Responsibility for secure storage and maintaining inventory levels of office supplies, including stationery and staff uniforms, as appropriate.
  • Maintain office equipment in working order, for example, franking machine (if applicable) and photocopier (take monthly readings).
  • Maintain resident administrative files as per Care Quality Commission (CQC) requirements.
  • Assist the General Manager / Administration Manager in all resource/administration areas of work as directed.

 

Teamwork and Support Office Liaison

  • Provide functional support and cover for the Business Administration Manager whilst they are on leave.
  • Assist in maintaining and reporting the weekly agency tracker.

 

About our Benefits.

We recognise that extra special efforts should not go unrewarded and that is why we provide a number of special incentives and bonuses that can be earned throughout your time working for the company.

  • Extremely competitive pension scheme
  • Free eye care tests and options for funding towards future spectacles if required
  • Refer a friend and get a cash bonus of up to £1000
  • Cycle to work scheme
  • Study support
  • Holiday discounts and a variety of motor related offers