Corriewood Private Clinic
Castlewellan, Northern Ireland
Job Title: Administrative Assistant/Receptionist
(Business Support)
Report to: Registered Manager – Corriewood Private Clinic Limited
Hours: Full or Part Time (24 per week – Sat & Sun plus one weekday)
Accountable to: Registered Manager
General Scope of the Post:
To support the senior leadership team in the administrative duties integral to the running of the home. To promote and provide a high-quality service within the standards, policy and procedures set by CWC Group.
Working collaboratively and through integration of expertise, the management team will support the realisation of organisational strategies, structures and processes to help the organisation to continually improve performance.
The post holder will focus and support management on the following key areas within the organisation’s governance framework.
Main Tasks:
· Ensure visitors to the home are attended to appropriately. They are escorted to their destination and visitors book is maintained.
· Welcome, co-ordinate and liaise with internal and external resources, in person, front of house.
· Co-ordinate and liaise with internal and external resources -email, phone and written contact.
· Deal with enquiries or queries from site, central and clients, respond appropriately and convey the relevant information to individuals.
· Maintain filing systems, order stationary and maintain stock, keep accurate records.
· Record all contact with internal and external sources.
Support Management and Leadership Team
· Compile and provide reports ass directed and in a timely manner
· Support nursing staff with documents management, provision and retention.
· Be responsible for different communication tasks, ensure information is cascaded to internal teams and staff as required.
· Manage necessary platforms and systems. Compile and deliver reports as applicable.
· Arrange business Critical internal/external events i.e., booing of appointments, transport.
· Scheduling training and notification of staff. Maintain a register of training needs and records on a monthly and as required basis, provide to management and leadership team.
· Facilitating necessary client calls, i.e., multi-professional, family and friends.
HR
· Assist and support home manager with the administration involved with recruitment and selection & training and development.
· Assist staff with NISCC registration and maintaining same. Check staff registration and compliance, compile monthly reports for management.
· Managing online training platform, enrol staff, monitor compliance, record face to face trainings and maintain a matrix. Compile reports for management.
· Assist with compilation of new employee files, ensure relevant documents are provided and correct at pre-employment.
Residents
· Have appropriate contact with the residents and safeguard their rights.
· Liaise with residents’ families appropriately to their role, keeping within GDPR Guidelines.
Finance
· Ensure purchases are made and received correctly and recorded appropriately. Records are maintained, scanning of receipts and invoices.
· Management of staff lunch ordering procedure and safe keeping of any monies collected in relation. Delivery of same to appropriate department.
· Assist with management of staff clocking in system. Compile reports for pay role.
Whilst the above is an outline of the duties you will be required to carry out any other duties as may be reasonably requested.
The company is committed to providing the highest possible quality of service and employees are expected to treat those with whom they come into contact in a caring, courteous and respectful manner at all times.
Job Types: Full-time, Part-time, Permanent
Pay: From £11.75 per hour
Expected hours: 24 per week
Benefits:
- Bereavement leave
- Company pension
- Discounted or free food
- Free parking
- Health & wellbeing programme
- UK visa sponsorship available
Schedule:
- 8 hour shift
- Weekend availability
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative experience: 1 year (preferred)
Language:
- English (required)
Work Location: In person