BURSAR/ADMINISTRATOR

Responsible To: - the Directors

Purpose of post:- To support the Directors and Manager in the general administration of the nursing home.

• To represent the home to telephone callers and visitors as appropriate
• To undertake and oversee the day to day administration for the home
• To oversee the administration of staff employment files and all matters relating to payroll
• To be responsible for all accounting procedures relating to the home, its residents and suppliers
• To operate the accounting system (Sage)
• To allocate and manage the day to day work of the Admin Assistant

Principal responsibilities

1.) Administration and general

• Operate the telephone system and deal with incoming calls appropriately
• Manage and maintain all documentation and files including the archive
• Prepare reports and correspondence as required
• Produce statistical returns as required by the Directors or the Manager
• Keep the Directors and Manager fully briefed on all matters of concern

2.) Staff File

• Prepare and maintain all personnel files as appropriate
• Maintain holiday, sickness and absence records
• Process leavers and update files before they are archived
• Prepare & issue staff Contract of Employment & amendments to contracts
• Prepare holiday calculations for new staff and staff who leave

3.) Payroll

• Prepare and maintain time sheets and all holiday and sickness records
• Prepare all the monthly payroll input documentation and forward to the bureau in time for BACS payment and subsequently distribute pay advices
• Prepare monthly pay journals

4.) Accounts

• Manage and maintain all computerised (Sage) and manual accounts
• Manage petty cash including monthly reconciliation
• Prepare spreadsheets to calculate or recalculate fees due for residents
• Produce monthly sales invoices for residents
• Maintain the sales and purchase ledgers and ensure that all invoicing and payments are made in accordance with the monthly schedule
• Monitor debtors and advise the directors as appropriate
• Monitor entries on Sage and process corrections as necessary
• Monthly bank reconciliation
• Produce monthly Funded Nursing Care (FNC) & Worcestershire County Council (WCC) payments schedule
• Resolve queries relating to accounts
• Prepare End of Year accounts

5.) Enquiries and admissions

• Ensure that all enquiries are properly processed and recorded
• Maintain accurate information on allenquiries and assist with progressing
• Prepare all non-nursing documentation for all admissions and discharges
• Inform appropriate external agencies of all admissions and discharges

6.) Maintenance (estates)

• Maintain all appropriate maintenance records
• Liaise with suppliers/contractors on repairs and servicing as instructed by Directors

7.) Other tasks

• To undertake any other tasks as required by the Directors or the Manager