Overview
This role is responsible for providing administrative and support duties to the Administration department and may function as a liaison between departments and others external to Whiterain.
Responsibilities
Organizational Culture & Compliance:
- Adheres to the division’s policies, procedures and standards while ensuring compliance with applicable regulatory bodies.
- Contributes towards an innovative culture of continuous improvement for enhancing operational efficiency and effectiveness.
- Participates in meetings and maintains professionalism and confidentiality as per the organization’s standard code of conduct.
- Completes personal performance evaluation cycle in a timely manner.
- Actively identifies and manages risks, seizing potential lost opportunities and contributing to a culture of continuous improvement.
General:
- Contributes to the wider corporate and organizational development needs as appropriate within the scope of practice.
- Takes responsibility to ensure complaints, concerns, and recommendations are escalated appropriately and documented.
- Takes action to report incidents, including near misses; to ensure as an organization we learn.
- Adheres to and promotes recommended practice in relation to controlling and preventing infection, by taking all reasonable personal precautions necessary to avoid any potential health risks to colleagues, resident/patients’/patients’, families, and visitors.
- Complies and facilitates adherence of all staff to organizational policies, processes, and procedures.
Office Administration:
- Assists in all aspects of general office coordination.
- Communicates problems to the Multidisciplinary Team, as required.
- Assist in maintaining driving fleet activity calendar to coordinate patient’s appointment schedules, outings, and home visit.
- Assist in managing the drivers’ schedule and provides transport services for colleagues and facility requirements.
- Assists the Talent Acquisition Team in collating required documents for admission process.
- Assists in providing technical support in coordinating facility services in support of the facility events or education.
- Assists in orienting new staff in the use of facility computers, user login access & other resources.
- Assists in the coordination with suppliers in ordering facility and /or admin supplies (Stationeries/resident’s needs, etc.)
Assist in collecting and maintaining an inventory of office equipment and supplies. - Sets up and coordinates with hotels and others outsource companies when organizing facility events, training and patient’s celebration.
- Maintains proficiency as needed and approved; by attending training, reading job-related materials, and meeting with others in the same area of responsibility.
- Maintains office calendar and organize daily operations workflow and facility meetings.
- Assists in recording and distribution of meeting minutes and agenda of all meetings chaired by the Department Supervisor (or above) and other Committee Chairman.
- Performs general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
- Maintains the confidentiality of all documents at all times.
- Assists in providing full admin support to the team and department.
- Assists in creating and maintaining useful databases for residents or patients’ files.
- Maintains a proper and user-friendly filling and document control system for recording and tracking of all admin documents.
- Assists in the management of the petty cash account for the facility which includes establishing and requesting funds from Finance, issuing funds for purchasing goods for facility and residents and reconciling and reimbursing funds with Finance department.
- Assists in purchase requests for all approved purchases for the necessary approvals and verify invoices for the raised purchases upon delivery of goods and services.
- Performs some research duties as and when required by the team.
- Assists the Line Manager on any ad-hoc tasks as required by the department.
Person Centered:
- Connects values, strategies, and actions to create cohesion between behaviors and tasks in line with the Whiterain values.
- Adopts methods, processes and behaviors to guide interactions that cultivate trust, build reciprocal relationships, and improve communication between internal and external stakeholders.
- Delivers personalized services based on individual needs, preferences, and values through caring attitudes and compassionate communication to encourage individual and group engagement and satisfaction.
- Uses evidence to drive improvement and create measurable change.
Communication:
- Communicates effectively with team members and maintains good inter-functional liaison to ensure smooth implementation of operational activities.
- Communicates applicable regulatory requirements in a timely and clear manner within the division.
Qualifications
Education:
Essential
- Hospitality Management Diploma or equivalent.
Experience:
Essential
- 2-3 years of relevant expereince in corporate services facility.
Job Specific Skills & Abilities:
Essential
- Proficient in preparing and reviewing complex documents, contracts and presentations.
- Fluent in written and spoken English
Additional Details:
Physical Demands and Work Environment:
Typical physical demands may include a high degree of manual dexterity to sufficiently perform computer functions, produce materials on a PC, operate basic office equipment, operate audiovisual equipment, physically move/ lift/ carry relevant equipment/ materials, visit multiple facilities/ assets across the Whiterain network, and stand/ present in front of a group of people during the employee’s work day.
Occupational Health and Saftey (OHS):
Employees will comply with OSHMS policies, standards, and procedures affecting their work and avoid misuse of anything provided in the interests of health and safety, including but not limited to:
- Helping in developing and establishing safety programs.
- Following established procedures and not taking any shortcuts.
- Assisting in investigations.
- Reporting hazards and incidents.
- Providing feedback to managers.
Authority
- Stop any hazardous activity within the workplace.
- Ensure consultation by the management.
- Get information, training, supervision and instruction from the management.
- Participate in OSH matters such as risk assessments, PPE selections, hazard control selections, management of change process etc.
Accountability
- Report regularly to direct manager for their own acts of negligence to laid down procedures.
- Attend all trainings and work according to the trainings.
- Abide and perform according to company and local OSH system frameworks for safety of self and the equipment used and task performed.
- Protect others who may be affected by their work.