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Business Support Officer (BSO) Job Description

Reports to: The Registered Manager

Job Overview

Note – In addition to these functions, employees are required to carry out such duties as may reasonably be required.

Implement actions to meet and maintain administrative and financial standards
Assist the development of the philosophy, goals and objectives for the administrative and financial practice
Evaluate standards of administrative and financial competence

Location

The service’s premises, but you may be required to work from other locations at the discretion of the company and with appropriate notice.

Working Hours

Monday to Friday, 9am to 5pm or as agreed with the manager.

Role- specific Duties

The BSO’s responsibilities include but are not limited to the following:

To promote the care home’s individual caring image in a professional, efficient, and polite manner.
To provide and supervise the administrative and financial services within the company in accordance with agreed standards, legislative requirements, relevant regulations, best practice and within the financial plans.
To offer a high level of administrative support to the Home Manager and Care Team to ensure the smooth running of the care home.
To support the home management team with diary management, arrangement of meetings, minute taking.
To assist the Manager with the completion of the Financial Report and other key performance indicators.
Staff administration including contracts, starters/leavers, payroll, data entry.
To deal with enquiries and record details (by phone, email, in person etc).
Be responsible for all aspects on the resident’s administration system including admission, billing, discharge, and local financial administration.
To assist with marketing activities to promote the Home.
To assist with recruitment in the Home (i.e. responding to candidate enquiries, arranging interviews, obtain all relevant recruitment documentation).
Liaise with IT support company to ensure the smooth running of PCs, laptops and tablets used in the Home.
To prioritise work and adhere to strict deadlines (weekly, monthly).
Good computer housekeeping practices around filing and data protection.
To efficiently record and process invoices and petty cash.
To record and safeguard monies held by the company on behalf of residents (personal allowance) or any other funds held or raised by the care home
Maintaining all resident and staff related files, including training details as applicable.
Order and manage stationery requirements.
Assist in the maintenance of a safe and healthy working environment by adhering to Health and Safety and Welfare policies and procedures.
Duty to adhere to the Nellsar Whistleblowing policy.
Complete the monthly quality assurance documentation and liaise with the Manager regarding any associated action plans.
Support the Manager with the completion of various annual planners in place.
Uphold and role model the values of the company and ensure that all activities are consistent with the organisational values.

Working with Others

Develop effective working relationships with other employees
Support the effective resolution of team conflicts
Work to establish effective employer/employee relationships
Maintain positive relationships with residents and relatives ensuring a good flow of relevant information, whilst demonstrating good customer care
Communicate effectively with stakeholders verbally, in writing or electronically

Leading by Example

Other duties and responsibilities to be undertaken may include:

Cooperate with the implementation, evaluation, orientation and induction of all new employees
Be responsible for promoting and safeguarding the welfare of those individuals supported by the service
Promote a positive image for the people and employees of the company

Personal and Professional Development:

Seek opportunities for personal and professional growth
To undertake supervisions and appraisals according to the supervision planner in place
Undertake all required training as assigned
To maintain administrative and financial skills at a current level and undertake such training and development as may be required for currency of practice.
Maintain relevant knowledge of all applicable policies and procedures and any policy reviews published internally or via the QCS platform
Attend meetings as required and contribute to completion of any required action plans

Person Specification for BSO

Essential

Excellent knowledge and practical experience of Microsoft Office programmes (Word, Excel, PowerPoint, Internet Explorer).
Participate in the maintenance of the management information systems.
Attend meetings of team members, residents and relatives.
Excellent communication skills (written and verbal).
Systematically solve day-to-day problematical issues which arise.
Ensure accurate accounts are kept of all financial transactions.
Audit records to ensure compliance with company policies and ensure that residents’ rights are protected.
Maintain residents’ and staff files, ensuring all documents are obtained following company policy.
Excellent time management skills.
Audit all administrative functions of the company’s quality assurance systems to ensure the service is fully compliant.
Ability to work as part of a team.
Initiative and self-motivation, attention to detail.
Professional manner and appearance.
Ability to respect and work with confidential materials.
Ability to respect and work with confidential materials.
Receptive to change, resilient and adaptable.
Experience of working in a similar role and environment.

Desirable

Vocational qualification/HNC/City & Guilds qualification in administrative processes.
Knowledge of financial processes within local authorities.
Make decisions on administrative issues within the care home, using judgement when to refer to the Home Manager or specialist teams.
Experience of working with people who have additional support needs.
Developing and managing a concise filing system.
Experience of credit control/debt management.

A shared Nellsar culture

We are extremely proud of the caring, supportive culture in our Care Homes which embodies empathy, equity, professionalism and continuous improvement. Our values focus on the individual – from residents to team members – creating an inclusive environment with both residents and staff teams at the heart of what we do every day.

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