Secretary jobs in Edinburgh

About the Role

We're looking for an experienced, highly organised Administrator to join the leadership team at our care home. You'll be the first point of contact for staff, visitors, residents' families and external agencies, so we need someone friendly, professional and efficient who genuinely enjoys working with people. Reporting to the Home Manager, you'll provide comprehensive administrative and HR support that keeps the home running smoothly day to day.

Key Responsibilities

Administration & Reception

• Reception and switchboard duties — directing calls and visitors, handling enquiries
• Diary management for the Home Manager
• Typing letters, notices, newsletters; taking minutes at staff meetings
• Organising and servicing meetings (invitations, circulating papers, minute-taking)
• Copying, printing and maintaining forms, brochures and stationery supplies
• Ordering and recording taxis and supplies (Amazon, healthcare, food, stationery, etc.)

HR & Staffing

• Weekly payroll, timesheets and staffing statistics
• Advertising staff vacancies and arranging interviews
• Maintaining staff files and employment records
• Organising HR contracts
• Completing Disclosure Scotland forms; checking and monitoring NMC & SSSC registrations
• Arranging staff training, supervisions and meetings; maintaining training records
• Liaising with HR on instruction from the Home Manager or Directors

Resident Administration

• Managing resident admission and discharge processes
• Maintaining resident personal files securely and in line with GDPR
• Creating and updating eMAR records and digital care records
• Recording resident sundries and personal items (toiletries etc.) and ordering as needed
• COVID-19 LFT/PCR checking and updating, including out-of-hours emails where required

Finance & Compliance

• Maintaining expenses records for Directors and team
• Handling and overseeing petty cash
• Conducting workplace and workstation risk assessments and managing associated H&S forms
• Ordering medical, cleaning and stationery supplies in consultation with nursing/domestic staff
• Ordering uniforms for new and existing staff

Marketing & Communications

• Maintaining the home's Facebook page and website (job vacancies and bed availability)
• Organising monthly entertainment, including poster creation and passing payment details to finance

Monthly Checks

• SSSC, NMC and training record checks
• Stationery and supply monitoring and ordering

What We're Looking For

• Excellent organisational skills and the ability to work to tight deadlines, using initiative both independently and as part of a team
• Strong IT and keyboard skills, including Mac literacy (not just PC), MS Office (Word, Excel, PowerPoint, Access, Outlook)
• Confident online research skills
• Experience using industry-specific databases, with accurate data input and statistical reporting
• Ability to create and maintain spreadsheets/databases for training, admissions and discharge records
• Strong problem-solving and decision-making skills under pressure
• Good working knowledge of GDPR and confidential data handling
• Awareness of Health & Safety requirements and willingness to adapt to Public Health guidance

What We Offer

• A supportive team environment with close working relationships with colleagues and the Home Manager
• A varied, hands-on role at the heart of a family-run care home
• Opportunities to participate in relevant training

Job Types: Full-time, Permanent

Pay: £14.00-£17.00 per hour

Expected hours: 35.0 per week

Application question(s):

• Have you got any admin experience ? (Necessary) If so, what?
• Have you worked in a Nursing Home setting before ? (Preferred but not necessary)

Experience:

• Microsoft Office: 3 years (required)

Work Location: In person