Eastleigh Care Homes

 

Job Description:                   Finance / Administration Assistant

Reporting to:                         Managing Director/Finance Director/Office Manager           

Skills, Knowledge & Qualifications

  • Genuine interest in working within a caring environment
  • Ability to communicate appropriately, effectively and sensitively with staff, Clients and relatives and understand the importance of accurate and timely communication within the health care environment
  • Ability to work on own initiative, under instruction and as part of a team
  • Satisfactory police check and check against ISA list (where applicable)
  • Excellent communication skills, both written and verbal
  • IT skills; particularly Microsoft Office, mail merge, and databases
  • Excellent writing skills with good attention to detail
  • Competent at record keeping and documentation
  • Ability to prioritise & manage multiple priorities
  • Book-keeping/accounting skills and experience / familiarity with computerised accounting packages (iSage Accountant and ideally Iris payroll)
  • Current driving license

Main Responsibilities

  • Performs general administrative procedures such as; scanning and electronically filing paperwork (invoices, correspondence etc), maintaining office supplies, sending and receiving post / internal mail
  • Be the initial point of contact for incoming calls to the office; and direct or take messages accordingly
  • Writing and dispatching routine letters as required / requested
  • Maintaining records, filing systems or computer files as designated
  • Support the Financial Controller with posting invoices onto Sage and reconciling statements
  • Assist with the banking of monies at specified locations
  • Support the Financial Controller with various bank account activity and reconciliation
  • Support the Financial Controller with client invoices
  • Assist with petty cash expenditure
  • Review the ‘info’ mail box daily and forward any relevant emails to appropriate individual
  • Support the Financial Controller with all aspects of the rental properties
  • Undertake projects as assigned by line managers
  • Welcome / receive and provide hospitality to visitors
  • Take notes/minutes of meetings when requested
  • Manage the printing of the homes newsletters – monthly
  • Schedule meetings as requested
  • Monitor and assist with maintenance of the website
  • Prepare and monitor client contracts
  • Distribute and collate client / staff questionnaires as required
  • Maintain the documentation for the company vehicles (inc vehicle insurance)
  • Maintain and update the homes’ equipment schedules
  • Prepare and maintain budgets for expenditure (inc kitchen, stationery etc)
  • Assist with any other duties as required

Health and Safety

  • Understand, and ensure implementation of, Eastleigh Care Homes Health and Safety policy, Emergency and Fire procedures
  • Report to the senior person in charge, any faulty appliances, damaged furniture, equipment or potential hazard
  • Promote safe working practice within the office 

Training and Development

  • Maintain professional knowledge and competence
  • Attend mandatory training days/courses, on or off site, as and when required
  • Undertake training identified at appraisal

General

  • Promote and ensure the good reputation of Eastleigh Care Homes
  • Ensure that all information of a confidential nature gained in the course of duty is not divulged to third parties. Respect confidential information obtained in the course of professional practice and refrain from disclosing such information without the consent of the client/member of staff, or a person entitled to act on his/her behalf, except where disclosure is required by law or by the order of a Court or is necessary in the public interest.
  • Ensure that the security of Eastleigh Care Homes and the property is maintained at all times
  • Notify the senior person in charge as soon as possible of your inability to report for duty, and also on your return from all periods of absence
  • Refer to the senior person in charge any situation which is not within your current responsibility
  • Adhere to all Company policies / procedures within the defined timescales

The post holder must devote their whole time and attention to such duties.This job description is designed to identify the principle responsibilities of the post only, and is subject to review in the light of the changing needs of the business. It is not intended as an exhaustive list. The post holder is required to be flexible in developing the role of Finance Administrative Assistant to respond to new and changing demands.