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Finance and Administration Officer JD


									                                                                                        Oct 2011
                                     JOB DESCRIPTION

Title:            Finance and Administration Officer - Care

Responsible to:   Management Accountant - Care

Location:         The post-holder will be based at one of the Abbeyfield Care Home within the
                  cluster (operational area)

Scope:            The Abbeyfield Society

Key                  To support the Regional Head of Care Services and Care Home Manager
Responsibilities      with accurate and timely analysis of budgets and other financial
                      performance related activity.
                     To maintain and co-ordinate the accounting function for the identified care
                      homes in the cluster, including maintaining records
                     To carry out reception duties, answering the phones and the main door.
                     To take responsibility for financial performance returns in respect of Care
                      Homes within the cluster to the Head office, external authorities and others
                      as required
                     Supporting the Regional Head of Care Services and Care Home Manager
                      in the preparation of budgets
                     Management of Care Sales Ledger and active credit control.
                     Maintain an overview and records in relation to day to day repairs,
                      servicing and routine maintenance
                     Overseeing payroll submissions and payments.
                     Maintain asset register.
                     Provide administrative support to Care Home Manager.

Expected             Financial and other returns are completed accurately and in a timely way
Outcomes:            Budgets are regularly monitored with issues arising quickly identified for
                      action by the Regional Head of Care Services and Care Home Manager
                     Invoices are well managed and improvements in process constantly sought
                      and achieved
                     Cluster records are accurately maintained in a timely manner
                     Care Fees arrears are minimised and targets met
                     Care Home records in relation to maintenance are accurate and up to date
                      and spend is contained within budgets
                     Care Home budgets are monitored to support the Regional Head of Care
                      Services and Care Home Manager in maintaining viable operations and
                      action taken as directed to enhance performance

Main Tasks:       Budget Management
                     Support the Regional and Care Home Manager in setting the annual
                     Oversee day to day expenditure and income management, ensuring
                        budgets are on target at all times and alerting the Regional Head of
                        Care Services and Care Home
                Residents Accounts Management
                    To create and end contracts as residents move in or move out
                    To set up residents accounts, and manage accounts thereafter
                      ensuring prompt action in line with P&P to minimise debt and arrears
                      owed to Abbeyfield and meet targets. Liaise with other staff as
                      necessary to manage debts effectively and in a manner appropriate.

                Care Home Performance Management
                    To provide the Regional Head of Care Services, Care Home Manager
                      and Head Office as agreed with timely and analysed finance
                      performance information in relation to regional and Care Home activity
                    To seek out opportunities and take action to deliver value for money
                    Help manager in completion of monthly performance information

                External and other liaison
                    To support the Regional Head of Care Services and Care Home
                      Manager by providing LA and other financial returns.
                    Liaising with Local authorities in the management of residents’
                    To provide administrative support to the Care Home Manager, as

                Administrative Support
                   Reception duties in the morning, answering telephones, taking
                      messages and answering the main door.
                   Develop and maintain well organised administration and filing systems
                   Provide administrative support to regional and central office based staff
                      and volunteers as required
                   Keep up to date with Abbeyfield policies and procedures
                   Attend meetings as required
                   Maintain accurate records in relation to the management of the care
                      home to include records relating to resident movements and
                      occupancy; recruitment of staff; employment records; staff training
                      records; financial records
                   Assist with the co-ordination and administration of repairs and
                      maintenance including logging job requests, ordering small repairs,
                      and liaising with local staff

General               To maintain a good knowledge of each Home within the cluster and
Requirements:          issues arising at any point in time
                      To attend meetings and training and development as required
                      To maintain confidentiality at all times and act in accordance with Data
                       Protection requirements
                      To be aware of and comply with safe working practices as laid down by
                       the Health and Safety at Work Act
                      To be aware of, act within and actively seek to promote Abbeyfield
                       policies including equality and diversity
                      To undertake travel to other Abbeyfield locations as required in relation
                       to work (It is envisaged that the post holder will be required to travel
                       within the region and that occasional travel outside of the region will
                       also be required).
                      To work closely with staff at the head office to provide seamless
                       service provision.
                      To carryout any additional and reasonable duties as required.
                                       CANDIDATE PROFILE
Essential Requirements:                               Desirable Requirements:
    Extensive relevant experience,                       AAT qualification or equivalent or
    GCSE passes at Grade ‘C’ or above (or                  working towards
      equivalent)                                         Experience of working within a Care,
    Excellent excel skills and proficient in               supported or sheltered housing
      Word                                                  environment
    General level of numerical, literacy and
      analytical skills (including budgets and
      other financial data)
    Highly developed interpersonal skills
    Experience of establishing office
      procedures and systems
    Self motivated and ability to manage own
    Work well in a team
    A customer Service Focus
    Willingness to travel

The above profile is to be read in the context of the job description and post holders will be
expected to be able to apply their skills, knowledge and experience accordingly

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