Job Description, Part time Manager (This is not a care role)
Brief history: The Preston Trust Homes were founded with bequests from Lady Herbert in 1716 and Lord Torrington in 1718. Both were children of the 1st Earl of Bradford and the family link has been maintained to the present day with the 7th Earl of Bradford being the Chairman of the Trustees and most of the other Trustees being family members. Preston Trust Homes’ modern purpose built building in Newport accommodates 14 apartments for sole or dual occupancy, with residents mostly aged from sixties to nineties.
Reporting line: The Manager will be employed by Preston Trust Homes and accountable to the Trustees. The Trustees delegate their day-to-day responsibilities to the Clerk of the Trustees, Jen Stock, who will act as line manager to the Manager and will be contactable during working office hours for any concerns. In addition, the Clerk will endeavour to visit monthly for a report.
Key responsibilities:
- To promote the independent and active living of the Residents living at Preston Trust Homes
- To ensure that the buildings health & safety is kept up to date and that the building remains fit for purpose. All regulations are complied with, and all records are maintained and accessible.
- Responsibility for residents complying with policies and procedures, and other key documents including Residents’ Handbook
- To support the needs of the Residents maintaining relevant documentation
- Ensure GDPR is followed regarding all resident information.
- To provide a programme of interesting and stimulating activities for the Residents as required
- To report to the Trustees on the above at bi-annual meetings and more regularly if circumstances demand
- Establish contact and maintain links with all appropriate statutory and voluntary agencies (e.g. doctor, social services, housing benefit).
- Work with the Clerk to maintain building and upkeep within agreed annual budget. Advise Clerk and Trustees of any additional significant expenditure required for building upkeep and obtain at least two quotes for future consideration.
- Maintain all policies and procedures manual ensuring all are up to date and in line with legislation
Day to day activity:
Residents
- Hold regular meetings/coffee mornings with Residents to keep them updated and address concerns.
- Ensure each Resident is seen daily and maintain a welfare record check.
- Deal with any complaints or issues with residents, escalate to the Clerk or Trustees where necessary.
- To organise and execute social activities with the Residents throughout the year.
- Provide and explain Welcome Packs including Letter of Appointment for the new Residents prepared by the Clerk. Carry out induction processes. Ensure terms and requirements of resident occupancy agreement and contents of the Residents’ Handbook are explained.
- Maintain schedules of condition for each apartment and ensure each apartment is in good condition.
- All health and general admin records to be kept up to date and secure.
- Monitor and deal with misunderstandings around the terms of their occupancy, resident policies and procedures within and outside the building parameters involving residents/families and any other visitors.
- During on-duty hours to operate an open-door policy. Answer all emergency calls from the residents either personally or by the alarm system.
- Discuss and prepare Residents who may need to move on for further care with close consultation with their family (keeping the Clerk and Trustees updated accordingly) and assist with other care arrangements as necessary.
- Review new applications for residency, selection process, obtain references and liaise with the Clerk in informing unsuccessful applicants.
- Submit incident reports concerning residents (email) to Trustees.
- Carry out final checks on vacated apartments with residents and or their family to establish redecoration or repairs requirements and report to Trustees.
Building
- Oversee the general day to day running of the building (indoors, the building and the grounds) including all gardening, cleaning, and maintenance.
- Assess and make decisions on general maintenance of the apartments and the building in general. Organise repairs etc. to be carried out if necessary, using the relevant contractors.
- To oversee the gardener and cleaner, monitoring their hours and work, ensuring all communal areas are kept clean, safe and tidy.
Policy and procedures
- Weekly fire alarm check for the whole building and individual apartments alarms in rotation.
- Monthly checks of fire extinguishers using the “walk sheet”.
- Residents are to be instructed regarding operating procedures for the pull cords/smoke alarms and their personal alarm pendants.
- Bi-annual home checks for health and safety and condition of the apartment
- Assist the Clerk in reviewing service schedule and service contracts regularly.
- Annual legionella testing
- Emergency Lighting checks and relevant electrician inspections
- Ensure health & safety requirements are observed and that an annual independent inspection is carried out.
- Ensure residents are aware of the fire rules.
- Ensure visitors sign in and out of the building in the visitors’ book. Residents are responsible for visitors whilst on the premises.
Office administration
- Manage office debit card – small purchases.
- Prepare end of month Petty Cash and Debit Card usage records
- Take Resident electric meter readings and send to the Clerk.
- Provide the Clerk with Residents’ laundry usage monthly.
- Deliver Residents’ invoices once prepared by the Clerk.
- Collect residents’ payments for laundry and electricity bills using PayPal card reader system.
- Be responsible for all supplies of stationery and cleaning materials.
- Be responsible for administration of the social fund, collecting monthly subscriptions etc.
- File supplier invoices.
Advertising of PTH and selection of new residents
- To advertise vacant apartments when available on Almshouse Association website, local social platforms etc.
- Assist the Clerk in interviewing potential new Residents and follow up references for approval by the Trustees.
- To promote Preston Trust Homes, help with fundraising and assist with publicity events.
Qualifications
- The successful candidate must be prepared to submit to an enhanced DBS check before the appointment is confirmed.
- Understand GDPR requirements for the role and carry out in-role training.
- Possess a First Aid Certificate necessary for the position.
- Provide three character references
To Apply
Email Victoria Main at Victoria.main23@gmail.com.