About the job
Join a prestigious and award-winning Residential Home as a Reception Administrator, where you will be a vital part of a dedicated team in Shrewsbury.
In this pivotal role, you will manage essential administrative functions that ensure the smooth operation of our facility. As a company ambassador, you will handle calls, greet visitors, and respond to inquiries from colleagues, customers, and external guests. You will embody the organization's family ethos, benefiting from support from our central team, which will help you enhance your professional skills and grow within this dynamic family-owned business.
Main Responsibilities
Staff Rota and Administration Management
- Oversee the online rota management system to ensure adequate staffing, including handling unplanned absences and scheduled training or holidays, ensuring cost-effective coverage with the Home Manager's assistance.
- Manage the use of agency staff, conducting necessary checks to minimize agency reliance.
- Maintain organized staff files—both paper and digital—while ensuring confidentiality and timely archiving as per policy.
- Handle all recruitment and selection process administration, including responding to job inquiries, dispatching application packs, conducting pre-employment checks, preparing job offer packets, and updating HR databases.
- Coordinate job interviews with the Home Manager.
- Record staff absences in accordance with established procedures.
- Review and approve or deny staff holiday requests as per current guidelines.
Staff Training Coordination
- Manage training allocations and registrations, ensuring compliance with staff schedules.
- Guarantee attendance for mandatory training sessions.
- Maintain an up-to-date training database within the HR software and address any non-attendance issues as necessary.
Reception and General Administrative Duties
- Act as the primary point of contact for the home, managing reception communications, maintaining the reception diary, operating the switchboard, and delivering messages promptly.
- Assist the manager with inquiries and admissions, provide tours to prospective customers, and gather pertinent information for the manager.
- Manage incoming mail, ensuring timely distribution, especially to residents.
- Direct deliveries appropriately.
- Greet all visitors warmly, verify their identity, and offer refreshments if they must wait.
- Ensure site security by monitoring visitor access.