Office Administrator - Home Care at Omegayksi

Job Summary

• The Office Administrator is responsible for overseeing the administrative operations of the care home, ensuring efficient management of office tasks, resident records, and customer service.
• The role requires strong organizational skills and the ability to multitask, with experience in corporate customer service and administrative management. HR skills would be an advantage to assist with employee records, recruitment, and other HR-related functions.

Key Responsibilities
Administrative Management:

• Manage day-to-day administrative tasks, including answering phone calls, responding to emails, and greeting visitors.
• Maintain and organize resident and employee files, ensuring confidentiality and compliance with data protection laws.
• Handle scheduling and coordination of meetings, appointments, and care home events.
• Maintain office supplies inventory and ensure that the office operates smoothly.

Customer Service & Front Desk Duties:

• Serve as the primary point of contact for residents, families, and visitors, ensuring that inquiries are handled in a timely and professional manner.
• Address client complaints or concerns, escalating issues to management when necessary.
• Assist families and prospective clients with information about care home services, admissions, and tours.

Record Keeping & Reporting:

• Ensure accurate record-keeping for residents' admission, discharge, and care plans, collaborating with the nursing and care teams to maintain up-to-date files.
• Prepare and maintain regular reports on administrative functions, including occupancy reports, financial documentation, and staffing updates.
• Maintain personnel files, including employment contracts, leave records, and performance appraisals.

Human Resources Support (Advantageous):

• Assist in HR-related tasks such as recruitment, onboarding of new staff, and processing employee paperwork.
• Help maintain staff schedules, manage timesheets, and coordinate staff leave.
• Support performance appraisals and ensure compliance with internal HR policies and procedures.

Financial Administration:

• Assist in managing the care home’s billing and invoicing, ensuring that all payments and transactions are processed accurately.
• Support the management team in handling budget planning and expense tracking.
• Handle petty cash and ensure reconciliation of accounts, if necessary.

Compliance & Policy Management:

• Ensure that the care home is compliant with all regulatory and legal requirements regarding documentation and resident records.
• Assist with audits and inspections by maintaining thorough records and coordinating with the relevant departments.
• Help implement care home policies and ensure that staff are aware of procedural changes and updates.

Office Coordination & Staff Support:

• Act as a liaison between the management, care staff, and external service providers, facilitating smooth communication across teams.
• Provide administrative support to the care home manager and other departments as needed, including typing reports, preparing documents, and organizing meetings.
• Support onboarding and training activities for new hires, coordinating orientation programs and necessary documentation.

Qualifications & Experience

• Minimum of 3 years of experience in corporate customer service, office administration, or administrative management.
• Experience in healthcare environments is an advantage.
• HR skills or experience is a strong advantage, especially in recruitment, employee records management, and general HR administration.
• Bachelor’s degree in business administration, healthcare administration, or a related field is an advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), office management software, and database management.

Key Competencies:

• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills, with the ability to interact professionally with residents, families, staff, and external partners.
• Knowledge of HR processes, including recruitment, employee onboarding, and record management, is desirable.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong problem-solving skills and ability to handle multiple tasks in a fast-paced environment.
• Attention to detail, with a focus on accuracy in record-keeping and financial management.
• Proficiency in using administrative and scheduling software.