Administration Assistant

Job Title: Administration Assistant in a care home for the elderly

Job Type: 28 hours pw, Hybrid working is not possible

Location: Viewlands House, Perth (free onsite parking available)

Overview of role: To provide full administrative service in the day-to-day operations of the charity, to meet the requirements of the Board of Trustees.

Personal Requirements: We are looking for someone who can demonstrate compassion, empathy and commitment to improve the lives of older people and have a genuine interest in working with vulnerable adults. They must have customer service experience and possess good interpersonal and communication skills, and an ability to prioritise and organize workload. They must be able to work on their own initiative but also be an effective team member. A satisfactory PVG is required.

Principal Responsibilities

Staff: Sharing the role of Administration Assistant, processing monthly salaries through BrightPay payroll, paperwork re new employees’ contracts and relevant documents, arrange pension provisions, advertise for staff. Knowledge of payroll processing is essential as you shall provide holiday cover for the other assistant.

Residents: Drawing up the contracts for residents and their families, setting up standing orders for payment of fees, control payments from Social Work Department for Free Personal Care Allowance and reimbursement to residents.

Organise leases for the tenants in our bungalows and deal with all tradesmen as and when required following repair requests from tenants and when the House requires maintenance or major repairs.

Assist the activities organizer with booking events, entertainers and planned activities for residents.

Financial: Assisting in processing sales and purchase invoices, checking invoices and arranging payment once authorized, controlling petty cash, maintaining financial records using Xero software.

Secretarial: Secretarial work including correspondence, agendas, reports and minutes for both Trustee and staff meetings, miscellaneous typing for the Management team, Friends of Viewlands etc. Taking mail to the post office and preparing the quarterly in-house magazine. Answering the telephone and dealing with emails.

Desirable: Experience in a care home or health and social care environment, knowledge of Care Inspectorate requirements, understanding of Scottish Social Services Council (SSSC) and Protecting Vulnerable Groups (PVG) Scheme.

Proficient in Microsoft Office (Word, Excel and Outlook), Xero accounting software and BrightPay payroll software.

Salary: £20,000 - £22,000