Healthcare Administrator - Tokai Sub Acute at Faircape Group

Job description

Tokai Estate, a brand new, high end facility is located near the Blue Route Mall and in close proximity to all major transport routes.

If you want to work in a dynamic and fulfilling team environment, this is the job for you.

This exclusive lifestyle / retirement village managed by the well respected Faircape Group has a vacancy for an organised, professional and competent Administrator to take full responsibility for the administration of the Sub Acute and Healthcare facility.

Duties for this position include, but is not limited to the following:

General Administration

• Answer telephone calls/ convey messages, assist with inquiries verbally, electronically and in writing;
• Attend to Nurse Call buttons, emergency telephone and action accordingly;
• Attend to resident/ relative compliments and complaints, and refer them to Unit Manager;
• Review healthcare diary/ communication book and address actions, daily;
• Maintenance book: address actions with maintenance and requisitions, daily and follow up;
• Carry out pharmacy orders from Unit Manager/ Village Sister/ Duty Sister/ Staff Nurse timeously;
• Attend to emails daily;
• Attend to deliveries daily;
• Place orders/ update and issue new uniforms and submit signed Uniform Policies to Operations Manager and the HR department;
• Assist Unit Manager with administrative duties as required.

Resident/patient admission

• Ensure admission paperwork is completed accurately and in full prior to submission to Google Drive Admission Folder;
• Open new files for residents;
• Open resident folder on ECP and upload photo;
• Arrange door template with OT and make sure it is displayed;
• Ensure room is cleaned and prepared by Royal Serve prior to admission;
• Ensure TV’s and decoders are activated and in excellent working condition, check batteries in remote control are operational;
• Ensure administrative duties relating to the efficient running of the duty station is completed accurately and timeously;
• Ensure CCTV cameras are operational and report any faults to the IT department.

HR

• Arrange and book relief staff for staff illness/ emergencies/ annual leave;
• Apply for and submit completed leave forms, staff requisitions and/ or Dr’s notes via ESS;
• Timesheets: print and reconcile against off duties daily;
• Complete adjustment forms and submit the payroll monthly;
• Register new staff on Clock-In System.
• Preparation and completion of nursing staff rosters.

Financial

• Update daily patient register on Google Drive (see Google Drive procedure)
• Petty Cash daily recording;

Stock Control

• Medical Consumables: stock takes, ordering and delivery monthly (last day);
• Linen: stock takes, ordering and delivery monthly (by 7th);
• Cleaning Material orders and delivery monthly;
• Stationery: stock levels, orders and delivery monthly

Requisitions/ Orders and Delivery

• Capture photos and submit all completed requisitions to Service department after signoff by Unit Manager/ Estate Manager;
• Scan and email completed requisitions and invoices/ delivery notes to Finance and Services department daily and follow up;
• Print weekly medical stock sheets for Duty Sister/ Staff Nurse to count;
• Update ECP administration daily;
• Update monitor jobs according to requisition procedures and inform relevant parties;
• Assist OT department with various décor preparations for themed lunches/ functions;
• Document filing on a daily basis;
• Monitor key log and follow up on keys signed out – not returned weekly;
• Test fire alarm weekly (with Estate Manager/ Maintenance Manager).
• Reconcile Petty Cash with slips and cash on-hand;
• Update daily patient register for new month;
• Update and submit month-end charges (functions, telephone, hairdresser, DSTV, Aircon) to Finance department;
• POS – update home-based care charges/ guest lunches/ special lunch orders/ laundry exceed charges for Healthcare as required;
• Ensure all medical consumables/ incontinence care etc. charges are captured;
• Finalise billings on POS, reconcile reports and submit to finance department;
• Sort debtors statements and ensure postage to residents;
• Wall Safe key audits twice per year / bi-annual;
• Create, print and name sign in sheets for guests / visitors;
• Attend to pay queries and resident billings queries;
• Change door codes upon communication from Operations Manager, once a month;

Monthly Functions

• Reconcile Petty Cash with slips and cash on-hand;
• Update daily patient register for new month;
• Update and submit month-end charges (functions, telephone, hairdresser, DSTV, Aircon) to Finance department;
• POS – update home-based care charges/ guest lunches/ special lunch orders/ laundry exceed charges for Healthcare as required;
• Ensure all medical consumables/ incontinence care etc. charges are captured;
• Finalise billings on POS, reconcile reports and submit to finance department;
• Sort debtors statements and ensure postage to residents;
• Wall Safe key audits twice per year / bi-annual;
• Create, print and name sign in sheets for guests / visitors;
• Attend to pay queries and resident billings queries;
• Change door codes upon communication from Operations Manager, once a month;

Qualifications

Requirements

Senior Certificate with relevant tertiary qualification as an advantage

Experience and Knowledge

• 3 years experience in administration
• Basic accounting knowledge
• Experience in customer statements, queries and resolving thereof
• Experience in a similar environment advantageous

Skills and Attributes

• Professional communication skills - both verbal and written
• Confident, self motivated, ability to manage own time
• Computer literate in MS Office package (especially Excel and Word)
• Strong interpersonal skills
• Responsible, accountable and dedicated
• Be able to work in a team and individually

Specific requirements

• Own transport (advantageous)
• Clear health record
• Clear credit record
• Clear criminal record

Benefits

In addition to a lovely working environment, subsidized staff lunches, Faircape offers a competitive cost to company salary which includes a contribution towards a medical aid (Hospital plan)