Senior Administrator
| Dyddiad hysbysebu: | 14 Awst 2025 |
|---|---|
| Cyflog: | £23,722.92 i £24,508.85 bob blwyddyn |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 31 Awst 2025 |
| Lleoliad: | Coleshill, Birmingham |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Father Hudson's Caritas |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | P1881 |
Crynodeb
JOB DESCRIPTION
Job Title: Senior Administrator
This post is exempted from the Rehabilitation of Offenders Act 1974
Location: St Joseph’s Residential Care Home, Coleshill.
Rate: SCP Range 19 – 21 £23,055.53 to £24,508.85 per annum
Hours: 37 Hours Per Week (9.00 – 5.00 Monday to Thursday) 7.5 Hrs
(9.00 – 4.30 Friday) 7 Hrs
Responsible to: Deputy Manager/Registered Home Manager
Workplace Values:
The post holder will be expected to work in line with our workplace values which are:
• Compassionate - We are compassionate
• Respectful - We are respectful (we respect individuals and uphold their dignity)
• Challenge - We challenge injustice
• Excellence - We seek excellence
• Collaborative - We are collaborative
• Work with - We work with people’s strengths (to achieve their potential)
• Inclusive - We are inclusive
Job Purpose:
Provide efficient reception and general administrative support, whilst promoting a
welcoming environment to residents and their visitors, our own staff team and other
professionals visiting the home, to create a great first impression.
Provide important administrative/clerical support to enable the Deputy/Registered Home Manager to maximise efficiency within the organisation.
To have strong I.T skills and be proficient in the use of Microsoft Office 365 applications to include Word, Excel, Outlook and Teams.
To build trusting relationships with residents and their relatives, being aware of
professional boundaries.
P1881 Senior Administrator August 2025
Main duties and responsibilities:
OFFICE ADMINISTRATION
1 Register all enquiries, take accurate messages and pass to the appropriate person as quickly as possible ensuring a seamless service.
2 Ensure all incoming and outgoing post is dealt with appropriately, including arranging newspapers for residents and delivery to the wings.
3 Carry out the necessary office administration duties to include word processing, email, photocopying, and filing, using appropriate Microsoft Office applications.
.
4 At the request of the Deputy/Registered Home Manager to assist with the collection of data that is required to ensure the completion of reports that are required by local authorities, CCGs and CQC, and to produce monthly analysis reports.
5 Take and produce minutes of confidential meetings, ensuring distribution to appropriate persons and maintaining confidentiality about matters within those meetings.
6 Formulate and distribute administration policies and systems to include audit trails and to update existing protocols.
7 Be responsible for ordering, storage and maintenance of stock levels for stationery and other office supplies, staff uniforms, PPE and domestic and laundry items, ensuring
COSHH date is provided and updated.
8 Be responsible for the archiving of resident files and other records and the accurate recording of information that has been processed.
9 To liaise with the maintenance team to ensure health and safety issues are reported. This
includes the completion and updating of the task list on the computer.
10 Update staff photo boards with new staff pictures.
11 In conjunction with the Deputy/Registered Home Manager coordinate training as
appropriate, advising staff of courses and updating and maintaining training files including a matrix on the computer, ensuring HR is also updated with confirmation of attendance.
HUMAN RESOURCES OFFICE ADMINISTRATION
12 Input and maintain data on HR Information System and any other systems as required.
13 Collate information from staff signing in sheets and complete accurate timesheet returns for Payroll and HR in a timely manner.
14. Keep a record of staff leave entitlement and work with HR to ensure this corresponds with their records.
15 To ensure that sickness is logged and HR advised accordingly in an accurate and timely manner.
P1881 Senior Administrator August 2025
RESIDENTS ADMINISTRATION
16 Organise and coordinate a programme of outside activities for the wings, to include administration and audits of such activities. To take an active role in other events such as fetes, memorials, funerals, Christmas parties and other social occasions.
17 To maintain current contact details of families in order to communicate quickly and effectively. To correspond with families, via telephone, letters, emails, sending out monthly newsletters and monthly expenditure statements for residents along with any relevant
questionnaires.
18. Maintain occupancy list and bed vacancies, ensuring the Home manager, CEO and Finance team are kept updated, to include the completion of discharge notifications.
19. Facilitate finances to include looking after residents monies and petty cash, arranging for invoices and contracts to be sent to the finance department and to prepare for and assist
the finance team with financial audits in an accurate and timely manner.
20 Keep a log of residents appointments, such as dentist, opticians, hospital and coordinate transport and drivers.
21 Liaise with Keyworkers to arrange for Birthday and Christmas presents for residents.
GENERAL
22. Undertake such other duties as may be required and which are consistent with the nature of this post.
23. At all times promote the interest of Father Hudson’s Caritas and ensure that its culture and ethos is maintained, nurtured and supported
Job Title: Senior Administrator
This post is exempted from the Rehabilitation of Offenders Act 1974
Location: St Joseph’s Residential Care Home, Coleshill.
Rate: SCP Range 19 – 21 £23,055.53 to £24,508.85 per annum
Hours: 37 Hours Per Week (9.00 – 5.00 Monday to Thursday) 7.5 Hrs
(9.00 – 4.30 Friday) 7 Hrs
Responsible to: Deputy Manager/Registered Home Manager
Workplace Values:
The post holder will be expected to work in line with our workplace values which are:
• Compassionate - We are compassionate
• Respectful - We are respectful (we respect individuals and uphold their dignity)
• Challenge - We challenge injustice
• Excellence - We seek excellence
• Collaborative - We are collaborative
• Work with - We work with people’s strengths (to achieve their potential)
• Inclusive - We are inclusive
Job Purpose:
Provide efficient reception and general administrative support, whilst promoting a
welcoming environment to residents and their visitors, our own staff team and other
professionals visiting the home, to create a great first impression.
Provide important administrative/clerical support to enable the Deputy/Registered Home Manager to maximise efficiency within the organisation.
To have strong I.T skills and be proficient in the use of Microsoft Office 365 applications to include Word, Excel, Outlook and Teams.
To build trusting relationships with residents and their relatives, being aware of
professional boundaries.
P1881 Senior Administrator August 2025
Main duties and responsibilities:
OFFICE ADMINISTRATION
1 Register all enquiries, take accurate messages and pass to the appropriate person as quickly as possible ensuring a seamless service.
2 Ensure all incoming and outgoing post is dealt with appropriately, including arranging newspapers for residents and delivery to the wings.
3 Carry out the necessary office administration duties to include word processing, email, photocopying, and filing, using appropriate Microsoft Office applications.
.
4 At the request of the Deputy/Registered Home Manager to assist with the collection of data that is required to ensure the completion of reports that are required by local authorities, CCGs and CQC, and to produce monthly analysis reports.
5 Take and produce minutes of confidential meetings, ensuring distribution to appropriate persons and maintaining confidentiality about matters within those meetings.
6 Formulate and distribute administration policies and systems to include audit trails and to update existing protocols.
7 Be responsible for ordering, storage and maintenance of stock levels for stationery and other office supplies, staff uniforms, PPE and domestic and laundry items, ensuring
COSHH date is provided and updated.
8 Be responsible for the archiving of resident files and other records and the accurate recording of information that has been processed.
9 To liaise with the maintenance team to ensure health and safety issues are reported. This
includes the completion and updating of the task list on the computer.
10 Update staff photo boards with new staff pictures.
11 In conjunction with the Deputy/Registered Home Manager coordinate training as
appropriate, advising staff of courses and updating and maintaining training files including a matrix on the computer, ensuring HR is also updated with confirmation of attendance.
HUMAN RESOURCES OFFICE ADMINISTRATION
12 Input and maintain data on HR Information System and any other systems as required.
13 Collate information from staff signing in sheets and complete accurate timesheet returns for Payroll and HR in a timely manner.
14. Keep a record of staff leave entitlement and work with HR to ensure this corresponds with their records.
15 To ensure that sickness is logged and HR advised accordingly in an accurate and timely manner.
P1881 Senior Administrator August 2025
RESIDENTS ADMINISTRATION
16 Organise and coordinate a programme of outside activities for the wings, to include administration and audits of such activities. To take an active role in other events such as fetes, memorials, funerals, Christmas parties and other social occasions.
17 To maintain current contact details of families in order to communicate quickly and effectively. To correspond with families, via telephone, letters, emails, sending out monthly newsletters and monthly expenditure statements for residents along with any relevant
questionnaires.
18. Maintain occupancy list and bed vacancies, ensuring the Home manager, CEO and Finance team are kept updated, to include the completion of discharge notifications.
19. Facilitate finances to include looking after residents monies and petty cash, arranging for invoices and contracts to be sent to the finance department and to prepare for and assist
the finance team with financial audits in an accurate and timely manner.
20 Keep a log of residents appointments, such as dentist, opticians, hospital and coordinate transport and drivers.
21 Liaise with Keyworkers to arrange for Birthday and Christmas presents for residents.
GENERAL
22. Undertake such other duties as may be required and which are consistent with the nature of this post.
23. At all times promote the interest of Father Hudson’s Caritas and ensure that its culture and ethos is maintained, nurtured and supported