Business Administrator

Summary:

The Business Administrator role at 5ab Care entails diverse responsibilities across finance, home support, administration, business operations, and personal assistance.

Key Responsibilities:

Business & Office Administration Responsibilities:

* Manage company insurances including home insurance’s

* Manage the company car fleet including insurance’s, RAM tracking (camera and tracking installations), sourcing new cars, tracking and arranging MOT’s, services

* Organise, track and manage yearly home checks e.g. emergency lighting, health and safety, legionella tests

* Manage the office phone, directing to the appropriate person or taking messages as required

* Organising meetings and sending out calendar invites to the appropriate people

* Responsible for head office – such as stationary orders, cleaning, changing bin, emptying shredder

Finance Responsibilities:

* Managing petty cash

* Setting up and arranging bank transfers

* Company card limits

* Setting up new recruits on DEXT (receipt scanning application)

* Bank reconciliation

* Paying for homes gas and electricity bills

Home Support & Administration:

* To support the homes on a day to day basis with incoming queries via email and phone

* Managing the 5ab Care Info inbox responding to all queries, responding in a timely manner and ensuring a clear inbox

* Project Managing the new home set up to Ofsted requirements, this will include but is not limited to; setting up utilities, maintenance, decorating the home, arranging cars, Ofsted requirement checks and tracking these through a project management tool

PA Responsibilities:

* Manage the two company director's schedule’s as required, including arranging meetings, appointments, and travel logistics

* Screen phone calls, and other communications for the Directors

* Prepare agendas, reports, presentations, and other documents for meetings

* Take meeting minutes and follow up on action items

* Conduct research and compile information on various topics as requested by the Directors

* Coordinate and facilitate communication between the Director and internal or external stakeholders

* Handle confidential and sensitive information with discretion

* Assist with personal tasks or errands for the director as needed

* Anticipate the director's needs and proactively address them

* Serve as a liaison between the Director’s and other departments or employees

* Maintain organisation and efficiency in the director's office and workflow

Person Specification:

- Previous experience in a similar administrative or finance role, preferably within a care or a healthcare setting

- Familiarity with regulatory requirements for care homes, such as those set by Ofsted or a willingness to learn

- Experience in project management, particularly in setting up new facilities or managing property-related tasks

- Knowledge of health and safety regulations and procedures, particularly in managing office and property maintenance

- Familiarity with office management tools and systems for organising meetings, tracking tasks, and managing communications

- Experience providing personal assistance or executive support to senior management or company directors

- Flexibility to adapt to changing priorities and deadlines in a fast-paced environment