Nursing Home Administrator

Job overview

To facilitate and assist with the provision of a high quality and efficient administrative support service to management, staff, and external stakeholders

The post holder will provide a service which focuses directly on the liaison and coordination of all admin activities within the team.

The postholder will act as a first point of contact for the residents, families, staff, and external professionals

Sheffield Health Partnership University NHS Foundation Trust is currently unable to provide sponsorship for this role. If you hold a visa which allows you to work in the UK, you are welcome to apply for this role however our policy requires you to have at least 12 months on your visa at commencement of your employment for training and operational reasons. This means that you need at least 15 months right to work in the UK at the point of application to enable employment checks to be undertaken. Please note this guidance is in line with current UKVI regulations, there is a possibility this may change at any point, and we will update applicants where possible.

Main duties of the job

It is essential that the post holder has excellent communication skills, is organised, and has the ability to prioritise their work and the work of the team effectively. The post holder must be able to demonstrate initiative and, at times work unsupervised. It is essential that the post holder has a range of administrative and secretarial skills including effective use of the full Microsoft Office suite and excellent customer service skills. The post holder must maintain a high degree of confidentiality with relation to employees, and sensitive information in accordance with Trust policies and procedures

Detailed job description and main responsibilities

• To organise and prioritise own workload.
• To support the provision of an effective secretarial and administrative service to the team whilst maintaining a high degree of confidentiality in relation to any information about staff. residents and service changes organisational wide.
• To deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.
• Ensure systems are in place to capture and retrieve statistical information, maintaining databases and producing reports as requested.
• Preparation, distribution and circulation of relevant documents and information both internally and externally as required.
• Be the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquiries and independently communicate effectively on behalf of the Team. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring timely action is taken.
• Be sympathetic and sensitive to the requirements of staff/ professionals/ families when communicating either face to face or by telephone when dealing with a difficult situation e.g. aggressive or demanding behaviour.
• Deal with enquiries to the teams and liaising with professionals from external agencies SHSC, which includes maintaining a confidential and accurate message system.
• Directing/re-directing paperwork and emails.
• Receive and distribute internal and external mail, ensuring sensitive information is brought to an appropriate person’s attention in a timely manner.
• Produce regular routine information and reports as required by the staffing team
• Set up and maintain accurate and robust information and filing systems inclusive of paper and electronic systems.
• Liaise with SYHA and external providers regarding maintenance and repair requests.
• Log, monitor, and follow up maintenance issues to ensure timely resolution.
• Schedule and minute meetings as required.
• Monitor the generic email inbox and action in a timely manner.
• Fire warden duties including keeping up to date with mandatory training requirements.

Finance & Resources

• Stock monitoring.
• Completing requisitions using the Trust’s online financial system.
• Process invoices, receipts, and petty cash.
• Manage residents’ personal allowances with accurate accounting.
• Handle and record cash for Activity Co-ordinator and staff initiatives.
• Process and record payments for services such as chiropody and hairdressing.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.