Personal Care Home Administrator
The Roxborough Home for Women is an affordable personal care facility serving low-income and senior women, established by the will of Samuel Gorgas in 1887, designed by architect Frank Furness on two acres of rolling lawn. The Personal Care Administrator is responsible for the daily operations and services which include providing meals, laundry, personal hygiene, light housekeeping, assistance with medical visits, and entertainment and activities. The Personal Care Administrator supervises Personal Care Assistants as well as building, maintenance and kitchen personnel. The Administrator is responsible for activities such as payroll, purchasing, paying expenses, kitchen and dining operations, marketing for admissions, fundraising, and insuring the home is in compliance with State and City laws regulating personal care facilities. The Administrator is hired by and reports to the Home’s Board of Directors. A more detailed description of responsibilities is provided in the ESSENTIAL RESPONSIBILITIES section below.
§ Thorough knowledge of administrative management techniques
§ Thorough knowledge of supervision practices, procedures and principles
§ General knowledge of accounting principles and practices, purchasing practices and procedures and budgeting processes
§ General knowledge of PC software and office applications (e.g. Word, Excel, PPT, Quickbooks)
§ Ability to communicate effectively both orally and in writing to staff, residents and board members with an understanding and sensitivity to the needs of seniors
§ Knowledge of applicable local, state and federal laws and regulations regarding the operation of a Personal Care Home.
§ Completion of Pennsylvania Department of Human Services- approved Personal Care Administrator training.
a) Supervise day to day operation of the Home (capacity 30 residents); availability around the clock.
b) Interview and screen all prospective residents to ensure that they meet the qualifications for a Personal Care Home.
c) Conduct outreach and communications with potential referral sources in order to maintain census of residents.
d) Ensure Residents’ Rights.
e) Remain current on all Department of Human Services policies and procedures, ensuring the Home’s compliance.
f) Ensure that the Home remains in compliance with all applicable state and federal statues, codes, rules and regulations.
g) Ensure the Home remains adequately staffed at all times with appropriately trained staff.
h) Develop and implement all policies and procedures necessary for the smooth operation of the Home and carry out policies established by the Board of Directors.
i) Adherence to Roxborough Home for Women bylaws and articles of Incorporation.
j) Develop and implement Home’s response to Pennsylvania Department of Human Services Survey and regulatory process.
k) Responsible for development of annual in-service training schedule for staff.
l) Schedule and facilitate Staff Meetings as needed.
m) Oversee the Payroll process.
a) Screen and approve the hire of all potential employees.
b) Supervise and evaluate Management Staff performance.
c) Supervise and evaluate all Resident Care Staff.
d) Orient, document and oversee training of all Resident Care Staff.
e) Review all employee evaluations and proposes rate increases as approved by the Board.
f) Review and participate in all disciplinary actions, including termination of staff.
g) Review new and existing provider contracts for various vendor services including but not limited to insurances, payroll, food, and accounting.
h) Supervise building, grounds, and equipment under direction of the building subcommittee.
i) Provide vetting, orientation and supervision of volunteers.
a) Develop an annual budget for Board approval in December with the assistance of the accountant.
b) Ensure that all departments remain within budget.
c) Review and approve all expenses.
d) Ensure that all invoices are paid in a timely fashion.
e) Ensure that all funds due the Home are collected in a timely manner.
f) Monitor all Resident Accounts.
g) Assist as needed with Annual Audit/ 990PF.
h) Explain and enroll appropriate staff in the 401K, benefits, and payroll.
a) Have a working knowledge of all security systems within the Home.
b) Ensure the safety and well being of all residents and staff.
c) Develop and implement Agency Disaster Plan.
COMPLIANCE AND LEGAL
a) Develop, implement, and administer the organization’s policies and procedures for maintaining the privacy of personal health information as required by federal and state laws.
b) Investigate and resolve as appropriate all complaints regarding the facility’s compliance with applicable federal and state laws and Department of Human Services’ regulations.
c) Maintain current knowledge of applicable federal and state regulations and accreditation standards.
d) Ensure appropriate documentation is completed for current licensure, annual in-service and policy and procedure in-services updates.
MARKETING AND ADMISSIONS
a) Develop and implement a Marketing Plan for the Home to include appropriate marketing materials and approval of all advertising.
b) Create a marketing plan for prospective residents and families and for maintaining a smooth and effective admissions screening process for new residents.
c) Establish and maintain an effective referral system.
a) Meet the requirements for Administrator as defined by the Pennsylvania of Department of Human Services.
b) Create and maintain a positive, healthy, cheerful, warm atmosphere and impart a sense of acceptance and social belonging to the residents.
c) Maintain open lines of communication with all employees to include facilitation of weekly Manager’s Meetings and Resident Care Meetings.
d) Establish and maintain a working relationship with all family caregivers.
e) Maintain Personal Care Home Administrator’s license, including continuing education.
f) Represent the Home at professional organizations and at selected community events.
g) Report monthly to the Board of Directors.