Service Administrator Job Bangor area,Maine USA,Administrative/Clerical

The role of the Service Administrator is to provide care and support for residents within the Christian ethos and aims of Sunnyside House

Responsibilities

To be the first point of contact for callers and visitors, as required
To answer the phone and relay messages as required
To word process letters, minutes and reports etc.
To ensure adequate items of stationery are stocked and kept securely
To take minutes at staff meetings and residents’ meetings and other meetings as required
To carry out general office duties including photocopying, dealing with post and filing
To assist the Service Manager with phone calls or documentation required for the smooth operation of the Service as required
To total staff hours of work and advise staff on the correct completion of timesheets
To liaise with the Payroll department regarding staff enquiries relating to pay, pension, annual and customary leave
To calculate holiday pay for relief staff
To process staff expenses and forward to the Finance Department
To ensure staff submit sick certificates, record sickness details and forward certificates to the HR Department
To ensure that employee change forms and leaver forms are forwarded to the HR Department
To assist with covering off-duty and make appropriate phone calls to staff
To assist with covering off-duty and make appropriate phone calls to staff
To assist with covering off-duty and make appropriate phone calls to staff
To assist staff with E learning when required
To prepare staff training files for new staff
To assist in monitoring staff training requirements and evaluate attendance at training annually
To provide administrative support as required e.g. photocopying delegate packs.
To ensure that PAT testing and other maintenance services and checks are completed as required and certificates issued and filed
To obtain costs of maintenance and all large items of expenditure, kitchen equipment, furniture and fittings for Service Manager and Finance Manager’s approval
To book appointments for all maintenance works to be carried out in the Service including emergency calls to plumber and electrician
To liaise with the Service’s Handyperson on maintenance requirements
To order all chemicals for laundry, kitchen and housekeeping departments
To monitor oil price with different suppliers to ensure competitive rate
To handle and record all monies in the Service, i.e. residents’ fees and related income, personal allowance and petty cash in conjunction with the Finance Manager
To order daily newspapers for residents and keep records of orders and payments
To maintain records of expenditure made on behalf of residents
To check invoices and accounts, record details and prepare for payment, and forward invoices to the Finance Department for payment
To discuss budgets with Service Manager and Finance Manager
To make lodgements to Bank and Post Office
To liaise with Health and Social Services Trusts regarding fees for residents under Care Management
To explain to relatives and representatives of residents the procedures for fee payment
To ensure agreements are signed and in place for every resident
To ensure that Social Workers have forwarded all relevant information to Brokerage in the Health Trust so that payment can be processed for client
To carry out any other reasonable duty which may be necessary for the efficient administration of the Service

Skills and Qualifications

Educated to GCSE level with at least Grade C in English Language and Maths or equivalent
OCR (RSA) Stage II Word Processing or equivalent in competence or qualifications
Minimum of 2 years office experience
Previous experience of recording financial transactions
Experience of Microsoft based products, including Excel and Word, or equivalent
All applicants must be willing to behave in a manner which respects the Christian ethos of the Presbyterian Church in Ireland

Further Information

Location:

Sunnyside House.

Hours:

14 hours per week (Monday and Tuesday)
We are an equal opportunities employer.

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