Healthcare Administrator Helderberg Manor

**GENERAL RESPONSIBILITIES**
- Supervising the smooth day-to-day running of reception, registration and sign-in processing ensuring that patients and potential buyers are greeted, and checked-in/out efficiently, courteously, and professionally by their team.
- Oversee Cleaning and manage cleaning material stock levels
- Must be able re reroute, manage or channel complaints to the correct individuals in a professional manner.
- Provide support to the Healthcare manager regarding information, access, and guidance to new employees in the frailcare and assisted living to ensure they integrate and operate in accordance with all policies procedures and expectations as quickly and seamlessly as possible
- Ensure Compliance with all health and safety policies, procedures, and assist
- Ensure product knowledge of the service offering is always up to date.
- Monthly Asset Management and stock control
- Assist with meter readings of utilities and billing where needed across all service providers and departments involved.
- Assist and support the public relation officer as required with regards to coordinating support services and or record keeping of such service for billing purposes.
- Ability to actively engage and remain engaged with walk in clients until the agent or Healthcare Manager is available to assist.
- Ability to elaborate and provide basic information on service offerings and services available from the centre in a supportive role when the Healthcare Manager or Estate agent is not immediately avaliable, and collect and communicate relevant information to these parties to follow up.

**STOCK (stationery, groceries, domestic products, nappies, medical supplies)**
- Order, receive and check all stock in liaison with Care Facility Co-ordinator.
- Maintain inventory lists and asset register
- Send supplier invoices to Accounts Departments.
- Follow-up of all orders not delivered.
- Ensure that all printer cartridges are replaced timeously.
- Daily stock control and month end and ensuring stock levels are maintained as required to deliver services

**ACCOUNTS**
- Update weekly consumable summary, reconcile, and send to relevant accounts department.
- Monthly petty cash summary.
- Receive cash payments, issue receipts, and send to Accounts Department.

**HR and STAFF**
- Compile monthly planning/off duties for staff on duty.
- Work registers - update dates, print-off and file.
- Send monthly work registers to HR Department on dates requested.
- Respond to general staff enquiries or delegate/escalate when required.
- Send leave requests (signed off by Healthcare Manager) through to HR Department.
- Assist in arranging relief staff and inform HR Department of arrangements.
- Print / Issue access permits for staff members where relevant
- Order and provide staff beverages.

**REGISTRATION OF RESIDENTS**
- Assist with completion of registration form/s
- Make copies of ID’s and medical charts and open file.
- Register residents on Medwell’s applicable software and open folders on shared drive.
- Send registration documenetation through to Head Office to activate registration number.
- Register resident with preferred GP practise.
- Assist with enquiries with regards to registration and services.
- Arrange meetings with residents for Health Status Review.
- Open new residents’ folder/files.

**MAINTENANCE OF BUILDING**
- Liaise with Care Facilities Co-ordinator for any maintenance work to be done.
- Update and maintain the maintenance register.
- Liaise with parties involved or responsible for Maintenance on site

**HEALTH AND SAFETY**
- Serve on Health and Safety Committee as secretary.
- Ensure monthly Health and Safety checks are done.
- Oversee the collection of medical waste and report monthly.

**STATISTICS**
- Produce monthly statistics of monitorings, assessments, walk-ins, emergency callouts etc.
- Keep all registers updated.

**DOCTORS VISITS**
- Arrange appointments for residents on days that GP visits the clinic should it be required
- Inform family members of any doctor’s appointments made for residents.

**MEDICATION**
- Assist with pharmacy enquiries and blister packaging orders.
- Assist with ordering of medication as and when requested by Registered Nurse/Healthcare Manager.
- Receive medication on behalf of residents.

**ASSESSMENTS AND MONITORINGS**
- Upload documents onto the shared drive and file in resident’s file.
- Keep record of follow-up visits.
- Assist with scheduling and rescheduling of appointments as and when requested.

**MONTHLY MEETINGS**
- Assist with marketing and communications relating to open days and general health talks
- Arrange in conjunction with Healthcare Manager for relevant catering, equipment etc.

**OTHER**
- Answer all incoming telephone calls, take messages or re-direct as required.
- Arrange appointments for care unit residents at the hair salons and podiatrists or similar when required.
- Maintain the filing system.
- Type memos and meeting minutes.
- Up