Office Manager

Administrative Experience· Previous experience in an administrative, office management, or business support role.· Strong organisational and time-management skills.· Ability to manage multiple tasks and priorities simultaneously.· Experience maintaining accurate records and filing systems.· Processing invoices and purchase orders.· Managing petty cash and budgets.· Preparing payroll information and staff time sheets.· Monitoring income, fees, and resident accounts.· Producing financial reports as required· Excellent verbal and written communication.· Professional telephone manner.· Ability to liaise with:o Residents and familieso Care staff and managemento Healthcare professionalso Local authorities and external agencies· Proficiency in Microsoft Office (Word, Excel, Outlook).· Experience with databases and care home management systems.· Ability to generate reports and maintain electronic records.· Understanding of data protection and confidentiality requirements.· Understanding of:o CQC requirements (in England)o Safeguarding procedureso GDPR and confidentialityo Health and safety regulations· Ability to support inspections and compliance activities.· Maintaining resident records and staff files.· Ensuring documentation is accurate, up to date, and audit-ready.· Supporting recruitment administration, including:o DBS checkso Referenceso Contractso Training records· Welcoming visitors and prospective residents.· Handling enquiries and complaints professionally.· Supporting a positive experience for residents and their families.· Compassionate and empathetic approach.· Professionalism and discretion.· Attention to detail.· Reliability and integrity.· Ability to work independently and as part of a team.· Flexible and adaptable.Accountable To:Care Home ManagerJob Purpose: To effectively organize and manage all administrative matters relating to theCare Home. To provide support to the Manager on administrative matters To undertake receptionist duties in respect of enquiries received and visitorsto the care homePrincipal Responsibilities: Initiate, install, and keep up to date adequate office systems to facilitate the smooth running of the care home Maintain confidentiality and ensure security of all information is maintained in accordance withGDPR. Deal with all correspondence under the direction of the Home Managero Respond and check emails, posts, and messages through other systems daily Deal with DSS, Social Services and Regulatory Bodies as necessary Liaise with Head Office / Operations Team as necessary Ensure good communications with staff, residents, and relatives Telephone and reception duties Keep all accounts up to date and in order, Receive payments and issue receipts Cashing up and banking all monies, keep record of petty cash expenditure and the company cash card, submitting and requesting top up as needed. Maintain accurate up to date personal (including financial) file for each resident Ensure invoices are logged and sent to Head Office at required appropriate times Ensure debts are being followed up in conjunction with Head Office Check and keep residents' personal allowance records up to date Make payments to hairdresser, chiropodist, etc. Do right to work checks, apply for DBS/PVG and obtain references for all new employees Complete personnel files for all new employees Maintain the personnel files for all the employees by keeping up to date information as required Be aware and understand HR polices and processes of the company but also of regulators Complete fixed daily time sheets. Collate employees' timesheets and payroll information usingT&A system and other records and deal with problems arising there from To work flexible hours as required by the care home Promote and market the care home, dealing with enquires and maintaining enquiry log Abide, follow, and implement polices and procedures Attend and complete all mandatory trainings and other courses as required (in house, eLearning or attending at the venue outside the organisations) Attend Meetings as required Complete reports, audits and submit on time as required and requested by Home Manager,Deputy Manager, Head Office, and Operations Team membersHealth and SafetyBe conversant with, comply and ensure all staff are aware of the requirements under the Health andSafety at Work Act 1974 and of their compliance. Advise the Manager of any areas of concerPay: £30,000.00 per yearBenefits:Company pensionFree parkingOn-site parkingWork authorisation:United Kingdom (required)Location:Huntingdon PE29 3DP (required)Work Location: In person,Office Manager role at Aaron Court Care Home.