Executive Administrator

Cityworx are recruiting an Executive Administrator in Partnership with a leading Nursing & Care Home. Every detail of the Home is designed with the resident's comfort in mind. The entire team is focused on delivering exceptional care and service striving for meaningful outcomes, person-centred care that provide all residents with the highest quality of life, taking pride in treating all residents with the utmost dignity, respect, and trust. Every person is unique and the dedicated team is on hand to meet their needs with empathy and positivity. The home is rated GOOD by the CQC
Key Purpose
To provide an effective, professional and confidential administrative service for staff, residents and visitors to the Home.
The Executive Administrator is responsible for organising and coordinating office operations and procedures in order to ensure organisational effectiveness and efficiency.
Key Responsibilities
General Administration
Develop effective working relationships with the other employees within The Home, providing administrative support where required across all departments.
Participate in the maintenance of the Home’s management information systems.
Assist in the formulation and implementation of administrative policies and procedures and ensure all office activities are carried out in accordance to agreed policies and protocols.
Work in a cost-effective manner.
Systematically solve day-to-day problematical issues which arise.
Maintain the Reception/Foyer area to a high standard of tidiness, arranging flowers and any publications for use in Reception. Ensure that the Lounge, kitchenette is equipped, clean & tidy for residents, their friends & relatives.
Greet all visitors to the building, and request that they sign in and out (to meet Health and Safety requirements).
Prepare the weekly signature sheets for the Finance Department, collating all relevant forms.
Maintain the digital filing system.
Take minutes for meetings as requested.
Receive and distribute incoming newspapers & mail to departments, responding where necessary and scan & file as appropriate.
Promptly prepare and post outgoing correspondence & ensure email groups are kept up to date for general correspondence to both staff & relatives/friends.
Provide administrative support to the SMT & other departments as required.
Monitor stationery levels, order, and distribute new supplies as necessary.
Maintain supplies of all relevant forms.
Assist with the booking of Agency Staff & liaising with HOD’s to assist in arranging Cover as required.
Collate & scan Fire Attendance sheets for agency staff, Visitors & Staff & scan into the Archive Folder.
Prepare i-buttons & name badges for staff as requested.
Answer all telephone calls promptly and courteously, introducing all calls to the relevant person and accurately relaying messages where applicable.
Board
Coordinate and ensure all Board requirements are fulfilled as requested and that reports are submitted on time.
Proactively manage, coordinate, and organise schedules for the SMT, including meetings and correspondence.
Distribute Board Reports to the Trustees electronically prior to the Board Meetings.
Attend Board Meetings to take minutes.
Ensure correct processes for Annual General Meeting are adhered to.
Assist with the onboarding of new trustees.
Residents
Keep resident list, next of kin list and fire box updated with PEEPS, contact lists etc.
Maintain relatives email group lists for general correspondence.
Keep relatives updated with communications as directed.
Human Resources
Manage and maintain record keeping and confidential personnel files.
Assist with staff recruitment, generating & maintaining electronic prospective staff files, ensuring correct documentation is received, requesting appropriate references and processing the DBS.
Arranging Inductions, i-buttons & liaising with HOD’s to provide appropriate in house training.
Ensure all finance forms are completed.
Prepare Induction Schedules, create new staff records on Coolcare for new employees.
Prepare Staff Contracts.
Generate appropriate probationary letters to staff.
Co-ordinate relevant changes to staff contracts, new starters, and leavers paperwork.
Monitor and order staff uniform as necessary.
Keep up to date records for all UK working visa for our staff.
Subscribe all staff to the RHL E-Learning Platform, resolve any queries & provide support as appropriate.
Other
Undertake tasks as required and instructed by the SMT which are not specifically set out in this job description but are within the scope of your skills, knowledge, experience and responsibility.
To be responsible for your own continuous professional development including all mandatory training for the role.
Promote a positive image for residency and employment within the Home.
Support the implementation of the Home’s policies and procedures.
Support the effective resolution of team conflicts.
Support a work atmosphere which promotes a high quality of work life.
Support and maintain a culture of high performance and excellence.
Take care of own health and safety and that of others who may be affected by your actions at work, which may include other staff members, residents and visitors.
Co-operate with the SMT and co-workers to help everyone meet their legal requirements related to health and safety. Raise any specific queries or concerns relating to health and safety to the Operations Manager and support him or her to address them.
The duties listed above are not exhaustive and may be subject to change as directed by the SMT. A full job spec will be provided to candidates selected for interview.
This position does not offer sponsorship and is permanent full time office based