Office Administrator - Maternity Cover

Office Responsibilities:

• To carry out receptionist & administrative duties to support the effective and efficient running of the home.

• Other general administration tasks as and when they arise to ensure the smooth running of the home.

Finance Responsibilities:

• Assist in the provision of payroll information by ensuring timely and accurate updating of the time and attendance system.

• Collation of cash and cheque payments for lodging in the relevant bank accounts.

• Managing petty cash and resident funds, ensuring up-to-date records and regular reconciliation.

• Creation of Purchase Orders to be forwarded to the Finance team.

• Creation of invoices for third-party services, including hairdressing, podiatry, etc.

HR Responsibilities:

• Supporting the management team in securing cover for rota, liaising with agencies, and maintaining contact with bank staff.

• Taking notes at formal meetings, as and when required.

• Recording all absence details in the time and attendance system, including sickness, annual leave, and maternity/paternity.

• Receiving all relevant medical certificates and forwarding them to the HR team as appropriate.

• Other general administration tasks as and when they arise to ensure the smooth running of the Care Home.

Essential Skills:

• Proven experience in an administrative role or similar position.

• Strong organisational and time-management skills.

• Excellent verbal and written communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.

• Ability to work independently and take initiative.

• High attention to detail and accuracy.

• Problem-solving skills and the ability to handle multiple tasks simultaneously.

• Experience in handling sensitive or confidential information professionally.

• Flexible to work any 4 days between Monday to Friday, depending on business needs.

Desirable Skills:

• Previous experience in office management or administration within a Care Home environment.

• Familiarity with HR and finance-related administrative tasks.

• Knowledge of payroll systems and processes.

Company benefits:

To reward the demanding work of our fantastic colleagues, we offer an excellent benefits package as follows:

• Collaborating with an award-winning team with family values.

• A comprehensive paid induction programme.

• A wide variety of training is provided.

• Career development opportunities.

• Flexibility of shifts.

• Employee Assistance Programme.

• Discounted rates at Malone Hotel, Belfast.

• Health and wellbeing initiatives, including team-building initiatives.

• Free car parking and uniform*

• Incentives for employee referrals*

*T&Cs will apply.

This job description will be subject to review in light of changing circumstances and may include any other duties and responsibilities as may be determined in consultation with the jobholder.  It is not intended to be rigid and inflexible, but should be regarded as providing guidelines within which the individual works.

Please note we will only accept up-to-date CVs - without this, an interview cannot be given.

Interviews may take place before the job advertisement closes and when suitable applications are received. If a suitable candidate is appointed, the role may close early; therefore, please do not hesitate to submit your application promptly.

In addition, we also reserve the right to enhance the criteria at the shortlisting stage.

It is Macklin Care Homes' Policy that any existence of a criminal conviction will not necessarily lead to the withdrawal of a job offer, but the failure to disclose all criminal convictions fully and accurately will lead to the withdrawal of a job offer.

Macklin Care Homes is an Equal Opportunities Employer.