MILESTONES TRUST JOB DESCRIPTION JOB TITLE:
Administrator
BASE:
Humphry Repton Nursing Home
HOURS:
37hrs per a week, out of hours and weekend hours when required
REPORTS TO: Home Manager
Post Over-view: To assist, as requested with administration and support tasks within the remit of the Administration Support Team under the direction of the Office Manager. To provide a personal assistant service to the Home Manager and Deputy Manager of a 45 bedded nursing home for people with dementia Purpose of Job: To provide an efficient and professional administrative support service to the Home and Deputy Manager Key Result Areas: Administration/Information Technology– 1. To provide accurate and efficient typing support from written and recorded material, utilising Microsoft Office to ensure the layout and appearance meet corporate standards, maintaining confidentiality at all times 2. To support the Home Manager and Deputy Manager in the delivery of corporate/strategic objectives and administration tasks, including diary management, preparation and co-ordinating for/of meetings. 3. To produce reports on an ad-hoc basis in a format appropriate to the audience. 4. Coordinate the duty rota, liaise with the Trust’s bank Office and Agency when required. 5. To sort and distribute mail accordingly throughout the department. 6. To design, draft and prepare presentational material as and when required. 7. To design Service User friendly documentation as and when required. Y:JobDescriptions/Administrator HRH Apr13
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8. To co-ordinate, prepare and record documentation for meetings, to include drafting, typing, copying, collation and circulation of papers. 9. To set up and maintain an efficient manual filing system in support of the service, reviewing in order to meet changing demands in consultation with the Office Manager and Administrative Support Team. 10. To assist with documentation.
the
collation,
storage
and
recording
of
archive
11. To set up and maintain efficient and effective monitoring systems to include all Quality Audits; Care Quality Commission reports and Annual Quality Assurance Assessments. To ensure that copies are filed within the appropriate folder. 12. To arrange meetings and travel arrangements as and when required. 13. To update and maintain electronic diaries for the Home Manager and Deputy Manger using Microsoft Outlook. 14. To share responsibility for covering reception as and when required by the Office Manager. 15. To share responsibility for providing support within the remit of the Administrative Support Team under the direction of the Home Manager for Operational Services. 16. To plan, organise and prioritise own workload to meet deadlines. 17. Overall to liaise closely with and support the Office Manager to ensure effective administrative support for the service. 18. To work with the scope of the Data Protection Act 1998. Customer Service – 1. To answer the telephone, record accurate messages, respond positively to problems and queries and deal appropriately with any visitors to the home. 2. To ensure all internal and external customer interactions are met with a welcoming and professional manner, building rapport to ensure an excellent “customer experience”. 3. To provide the highest levels of customer satisfaction by aiming to meet and exceed people’s expectations. 4. To be responsible as part of the team for providing excellent customer service and putting things right when the service fails. 5. To administer the Trust Complaints Procedure at all times.
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Communication 1. To ensure staff movement boards and daily appointments are kept updated and any changes are communicated to the team. 2. To act as a point of contact for Trustees, Support Staff, External Agencies and Service Users in relation to the work of the Home. 3. To liaise with members of the public and visitors to the Home. 4. To maintain positive working relationships with direct colleagues, internal and external contacts, including Home Managers, Support Workers, Social Workers, Senior Managers and Trustees. Personal/Staff Team Development – 1. To attend and contribute positively in team meetings on a regular basis. 2. To be responsible for own personal development through regular “job chats”/effective learning and appraisal. 3. To make constructive proposals for change and improvement where appropriate. Policies and Procedures – 1. To work with Milestones Trust’s Mission Statement, Milestones Trust policies and local operational policies. 2. To work within Milestones Trust’s Equal Opportunity Policy. 3. To maintain appropriate records in accordance with local/Milestones Trust Procedures. Health and Safety – Under the provisions contained in the Health and Safety at Work Act 1974, it is the duty of every employee to – 1. Take reasonable care for themselves and for others at work. 2. Take responsibility for the promotion of Health and Safety regulations as are appropriate to this area of care. 3. Co-operate with the Trust as far as is necessary to enable them to carry out their legal duty. 4. Not to intentionally or recklessly interfere with anything provided, including personal protective equipment for health and safety welfare at work.
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Notes - The job description is not an exhaustive list of duties but is intended to give a general indication of the range of work undertaken and will vary in detail in the light of changing demands and priorities within the department. Milestones Trust reserves the right to alter the content of this job description, after consultation with the post holder to reflect changes to the job or services provided, without altering the general character or level of responsibility. The activities described within this job description must be carried out in a manner which promotes equality of opportunity, dignity and due respect for all employees and service users and is consistent with Milestones Trust Equality and Diversity Policy.
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