Administrator in Scarborough

Job Purpose

To provide effective administration support within the Care Home, ensuring accurate record keeping, timely reporting, compliance with regulatory standards, and smooth day-to-day operational functioning. The Administrator plays a key role in maintaining care home documentation, financial logs, recruitment records, and organisational audits. Flexi hours to be discussed at interview.

Administrative Responsibilities

• Maintain accurate and up-to-date office records and filing systems.
• Provide administrative support to the Home Manager and Deputy Manager.
• Answer telephone calls, greet visitors, and manage enquiries professionally.
• Ensure confidentiality and secure handling of all sensitive information.
• Maintain staff rotas when delegated.

Matrix Management & Compliance

• Update training matrixes daily or as required.
• Maintain competency and supervision matrixes, ensuring accuracy and timely updates.
• Support managers in identifying overdue training, competencies, or supervisions.
• Ensure documentation meets internal and regulatory standards.

Audit Responsibilities

• Complete staff file audits covering a minimum of 10% of staff per month.
• Support managers in preparing for compliance inspections and quality reviews.
• Conduct financial audits including petty cash, personal allowance logs, and other required finance checks.
• Identify discrepancies and promptly elevate findings.

Financial Responsibilities

• Record and maintain accurate personal allowance logs.
• Record petty cash transactions and ensure receipts are filed correctly.
• Prepare monthly financial summaries for management.
• Support residents' families with financial documentation when appropriate.

Recruitment Administration

• Conduct initial recruitment checks including right-to-work, referencing, and DBS tracking.
• Ensure staff files are complete prior to commencement of employment.
• Maintain recruitment trackers and update the Home Manager regularly.
• Schedule interviews and support onboarding processes.

Reporting Responsibilities

• Record and report home occupancy figures as per Lotus Care reporting schedules.
• Ensure daily, weekly, and monthly reports are submitted accurately and on time.
• Assist with data entry for internal and external reporting requirements.

Training & Professional Development

• Complete mandatory training required by Lotus Care.
• Participate in ongoing training, refresher sessions, and competency requirements.
• Attend staff meetings and supervision sessions as required.