Office/Administration Manager

The Office Manager is responsible for the smooth running of all administrative functions and providing support to all departments in respect of the following:

Maintaining accurate Personnel records in line with current legislation.

Coordinating the Recruitment and Selection Process.

Completing, submitting and collating all DBS checks.

Producing all New Joiner documents and creating Personnel Files.

Ensuring UKBA records and checks are kept in line with Home Office legislation.

Collating information for Payroll.

To analyse the attendance of employees and advise the Home Managers of any matters relating to sickness or timekeeping where necessary.

Maintaining staff training records.

Maintaining an accurate Contacts Register.

Finance Administration/ Purchases

Preparing and submitting monthly spreadsheets in respect of Petty Cash for all sites.

Maintaining, reconciling and auditing Service Users’ personal funds.

Monitor DBS account with Alantic Data.

Ensure all invoices are cross checked with delivery notes, or if for services, confirm with Home Managers that works completed.

 

Facilities / Vehicle Management

Plan, effect and ensure completion of any delegated works projects within agreed timescale and budgets.

Ensuring all maintenance and service records are kept up to date.

Coordinating site visits with Service Providers and Home Managers.

Maintaining an emergency contacts list for in and out of office hours for all utilities.

Coordinating a Schedule of Works with Maintenance staff and arranging for any repair works to be completed.

Ensure fixtures, fittings and domestic supplies at all sites are maintained, replacing items as necessary within agreed budgets.

General

Developing, enhancing and implementing effective electronic and manual filing systems for personnel records.

Producing statistical reports to support Managers.

Undertake appropriate projects on behalf Directors; manage to a successful and timely conclusion.

To ensure all queries from staff in respect of Payroll HR matters are dealt with in a timely manner.

Provide historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records.