Administrator
Administrator
Overall Objectives
To manage a team that provides administration support to the General Manager and a friendly, professional front of house service for customers and visitors to Westward Care Ltd Head Office.
To contribute to an ambience within the setting that is appropriate to the customer profile and in line with the vision and values of Westward Care Ltd.
To work independently and autonomously whilst building excellent relationships with the General Manager, colleagues, customers and suppliers.
To lead by example in the delivery of care that promotes respect, dignity, independence and choice for every customer.
To ensure all information and reports are completed accurately and to the required standard and are forwarded to Head Office within the agreed timescales.
To be responsible for the administration of the workforce recruitment and selection in liaison with department heads including the identification of vacancies, advertising the vacancies, initial short listing of applicants and administration and logistics of the interview stage.
To be accountable for all monies held within the Administration office.
To proactively identify and agree opportunities to improve the services offered to meet the changing needs of new and existing customers thereby maximising customer satisfaction
To contribute to the success of events and marketing activities by helping with administration and logistics to promote the events on the day.
About this role
MAIN DUTIES
Delivering the Vision
To manage all aspects of the front of house operation for Westward Care Ltd to ensure a consistent experience for all customers and visitors at all times.
To ensure that visitors are greeted and made to feel welcome on arrival
To ensure that face to face and telephone enquiries are dealt with in an efficient, friendly and professional manner.
To lead by example to ensure that all customers and employees are treated with equality, dignity and respect and every individual feels they can challenge discrimination and harassment in employment practice and service provision.
Quality Management
To instil a sense of pride in every member of the team for the job they do and the organisation they work for.
To proactively manage relationships with approved suppliers to ensure good value, reliability and consistent quality.
To ensure compliance with the relevant organisational, legal and financial procedures and policies in order to protect customers and employees and minimise risk and financial loss.
To ensure all computer data and paperwork is completed accurately and to the required standard within agreed timeframes.
Setting Standards
To contribute to a set of high standards for the administration team in agreement with the General Manager.
To put in place systems and procedures to ensure that the front of house and administration activities consistently meet the standards agreed.
To ensure the standards are implemented and reinforced through the adequate training of teams and individuals at all stages of the employee lifecycle.
Managing the Team
To ensure effective implementation of the Westward Care Performance Management Policy.
To have a full, stable and competent workforce to deliver the services at all times.
To lead in a way that inspires and empowers individuals to be the best they can.
To manage the succession plan for the administration team to ensure all employees reach their full potential.
Communication
To provide relevant and timely information and feedback on workforce levels and administrative activities to the General Manager at agreed intervals and in an agreed format.
To establish effective communication on all aspects of administration and recruitment and selection with all Westward care employees by participating in departmental and team meetings.
To create an environment that encourages and values feedback on front of house, administration and recruitment and selection from all employees, customers and visitors to Westward Care.
To adopt various methods of communication to meet customer needs and build positive relationships.
To maintain confidentiality as appropriate.
To participate in team meetings and individual meetings with Line Manager as required.
Customer Service
To create an outstanding first impression for customers and visitors to Westward Care.
To create an ethos that anticipates customer needs and puts the customer first that is understood and adopted by all team members.
To promote an understanding that internal customers are to be treated with the same respect and understanding as external customers.
To be proactive in getting customer feedback on front of house and administration, identifying changes if required and to present a case for change to the General Manager.
Profitability and Growth
To be responsible for budgeting and managing resources to deliver the administration and front of house services.
To communicate relevant targets and budgets to the team in a manner that empowers them to contribute to success
To agree, plan and resource the future needs of the business.
To have excellent knowledge of Westward Cares services and facilities and to promote these at every opportunity.
To manage purchasing effectively to ensure availability without excessive stock and report any concerns to the General Manager.
To be proactive in reviewing suppliers and ensuring value for money and report findings to the General Manager.
ADDITIONAL INFORMATION: :
The post holder will be expected to work when required to cover for sickness and holidays.
The service operates 24 hours per day, seven day per week and flexibility is essential to meet the needs of the service.
This job description is not necessarily an exhaustive list of duties but is intended to reflect the range of duties that the post holder will perform. The job description will be regularly reviewed and may be changed in accordance with the needs of the home and organisation – in consultation with the post holder.
What you will need
Required criteria
- previous experience in an administrative or office support role
- Experience using Microsoft Office (Word, Excel, Outlook) and other computerised systems.
- Experience maintaining accurate records and handling confidential information.
- Experience dealing with members of the public and providing excellent customer service.
- Basic understanding of the health and social care sector (or willingness to learn).
- Excellent verbal and written communication skills.
Desired criteria
- Good numerical skills for invoicing, petty cash, or basic financial administration.
- Awareness of safeguarding principles.
- Relevant administration or business qualification
