Service Administrator
My client is a leading and well-established organisation based in Belfast, who provide residential care. They are currently seeking a Service Administrator to join their team.
This is a Full-Time, Permanent Position.
Working hours: 30 hours (working 6 hours over Monday to Friday or 7 hours across 4 days) Flexible on start/finish times
Salary negotiable (dependent on experience).
Job Purpose:
You will be responsible for providing clerical, administrative and financial support for the functioning of the service as required.
Essential Criteria:
- Minimum of 2 years office experience
- Educated to GCSE level with at least Grade C in English Language and Maths or equivalent
- OCR (RSA) Stage Il Word Processing or equivalent in competence or qualifications
- Demonstrable experience of recording financial transactions
- IT proficient with the use of Microsoft Office to include Excel and Word
- Excellent communication skills both written and verbal with the ability to communicate with stakeholders at all levels
Main Duties and Responsibilities:
- First point of contact for callers and visitors, as required
- Answer the phone and relay messages as required
- Word process letters, minutes and reports etc.
- Ensure adequate items of stationery are stocked and kept securely
- Take minutes at staff meetings and residents’ meetings and other meetings as required
- Carry out general office duties including photocopying, dealing with post and filing
- Compile occupancy returns
- Assist the Service Manager with phone calls or documentation required
- Total staff hours of work and advise staff on the correct completion of timesheets
- Liaise with the Payroll department regarding staff enquiries relating to pay, pension, annual and customary leave
- Calculate holiday pay for relief staff
- Process staff expenses and forward to the Finance Department
- Ensure staff submit sick certificates, record sickness details and forward certificates to the HR Department
- Ensure that employee change forms and leaver forms are forwarded to the HR Department
- Assist with covering off-duty and make appropriate phone calls to staff
- Arrange Agency cover when required and to ensure that staff profiles of Agency staff are in place with up-to-date training and NISCC registration is in place
- Obtain quotations and book training with external providers as required
- Assist staff with E learning when required
- Prepare staff training files for new staff
- Assist in monitoring staff training requirements and evaluate attendance at training annually
- Provide administrative support as required e.g. photocopying delegate packs
- Ensure that PAT testing and other maintenance services and checks are completed as required and certificates issued and filed
- Obtain costs of maintenance and all large items of expenditure, kitchen equipment, furniture and fittings for Service Manager and Finance Manager’s approval
- Book appointments for all maintenance works to be carried out in the Service including emergency calls to plumber and electrician
- Liaise with the Service’s Handyperson on maintenance requirements
- Order all chemicals for laundry, kitchen and housekeeping departments
- Monitor oil price with different suppliers to ensure competitive rate
- Handle and record all monies in the Service
- Order daily newspapers for residents and keep records of orders and payments
- Maintain records of expenditure made on behalf of residents
Skills:
Service Administrator Admin Administrator Belfast Permanent
