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Evaluation of Management Administration Services

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KIWI RESORTS AND HEALTH SPA

Image result for ADMINISTRATION SERVICES

 

Executive summary

There is no doubt that NZ's population is elderly like it has never aged before. The 2006 to 2013 census years provide an insight into this notable growth with an additional 111,429 entering the 65+ year's age group, a growth of 22.5% 2006 to 2013, compared to a total population growth of 214,101 and 5.3% over the same time. The goal of our organisation is to keep people alive for as long as they can. There are our 12-health care and SPA and resorts all around the New Zealand. Nearly 700-800 employees work in our all organisation. Here I would like to write about our Raglan kiwi resorts and health SPA which provide health care services as well. Our kiwi resorts and health spa located in Raglan nearly 1 hour drive from Hamilton and very beautiful place. Raglan is one of the most ideal places in the North Island to relax with its high sunshine hours, long golden beaches and stunning national parks. We offer a great opportunity to relax, refresh and improve as they focus on their personal well-being. We always have some interesting activities planned by our activities ladies which not only keeps the residents entertained but also gives our customers an opportunity to have maximum movement throughout the day by practising in such activities. Some of the activities includes; bowling, newspaper reading, van rides, exercise sessions. We also care about our customers and so for that security cameras installed and operation 24/7, our customer is rest secure that area safe for both residents and staffs.

Introduction

Our kiwi resort serviced apartment and hospital level retirement resort located very close to the Raglan, was opened to provide a haven for New Zealanders. People who are thinking of living in helped apartments or those who think they require 24/7 cares are welcome. We offer a peace of mind to our residents who decided to take this major step of moving out of home for safety reasons and to also quit being a burden to their children. We have experienced registered nurses and caregivers are present at the facility around the clock, 365 days a year. General doctors, nurse consultants, diversional therapist, physiotherapist and podiatrist visit at a regular basis. The facility has its own dietician who plans a menu for all residents living in the facility. Our resort has their own legal team who are there to help the residents and staffs should a situation arise. The facility offers 55 rest-home beds, 75 hospital level beds and 40 serviced apartments. Having an extensive team of nearly workers who are well qualified and well trained have aided the retirement resort to make a place in the industry. Being situated very close to the biggest hospital in the Raglan region, our resort always has clients available to move in asap either for long term, break or comforting care.

TASK ONE

Weekly staff meeting

Staffs meet weekly to discuss issues within staffs, this meeting gives an opportunity to the staffs to speech out their fears to the management. We discuss about the new services about our customers and client or any staff members facing any problem we try to find best solution for that.

  • Minutes
  • Notice of meeting
  • Put notice of meeting on board that everyone can know
  • Agenda
  • Meeting copy

PRESENTATIONS

Presentations at work usually takes place when our management has to introduce new service for customers. Our resort has been supplied with a latest version of SPA therapy machines, so therapist Coordinator was going to show the nurses and qualified care staffs how to use this machine and its pros and cons. She was also going to show how to maximise its use and correct handling of the equipment to increase its durability.

  • PPT presentation
  • Feedback from staffs
  • Notes/handouts
  • Video clipping

PROVIDING MANAGEMENT REPORTS

In our resorts, the most reports are usually made regarding the residents. At our SPA centre, every month, the administration manager together with the help of the Quality coordinator get together and draw up a report about the residents and staff accidents for the month with the use of tables and charts. Later, they put up notices to minimise these accidents.

  • Monthly falls
  • Incidents
  • Accidents
  • Compliments
  • Concerns

Equipment's list

The purpose of starting this rest home was only to help elderly New Zealand residents out who need proper care and help always and to make their end of life as comfortable and stress free as possible. Because we deal with sickly people, it is obvious that the facility will be having our own equipment's like oxygen tanks, blood pressure machines, morphine pumps etc. in place should an emergency arise. Having these available and making sure they are in working conditions is very important as we never know when an emergency might arise. These equipment's are serviced by professionals 6 monthly/ yearly at Comfort care, depending on what it is.

  • Oxygen tank
  • Blood Pressure monitors
  • Pulse Oximetry
  • Blood Sugar Level machine

Equipment list for SPA

  • Hydrotherapy
  • Thalassotherapy
  • Whirlpool Baths and Shower Systems
  • Massage Tables & Body Care Equipment.

Rule and regulation in our health care and SPA

For customers-

  • Anyone destroying or damaging equipment or facilities shall bear full financial responsibility for the damage caused by their action.
  • Using cameras and video cameras in Spa facilities is only allowed upon obtaining a lifeguard's consent.
  • Persons present at the Complex and disturbing public order or good customs, including the use of vulgar language, posing a threat to other people present at the complex, as well as persons who do not comply with these Rules and Regulations or instructions of emergency services or pool complex personnel, may immediately be removed from the complex sites, regardless of whether criminal proceedings and/or civil proceedings are instituted.

Rule and regulation for employees

  • Start work on time
  • Wear neat and clean uniform
  • Not any visual tattoos
  • If anyone sick should inform before coming to work

STAFF MEETING

Notice of meeting

C:\Users\princ\AppData\Local\Microsoft\Windows\INetCache\Content.Word\untitled.png

(Weekly April meeting)

Kiwi Resorts and health SPA 71 Raglan road

I hereby declare that the monthly staff meeting of team members of branch will be held on April 01, 2017 at 5:30 pm at 71 Raglan Rd, Raglan, in the meeting room.

Purpose: - Discuss the new plans and provide information about new machines in SPA center and get the feedback of employees. If any employee of branch facing any problem that can discuss in meeting and will try to solve them and introduce any new rule if company make.

Agenda of meeting

C:\Users\princ\AppData\Local\Microsoft\Windows\INetCache\Content.Word\untitled.png

(Weekly April meeting)

Kiwi Resorts and health SPA

DATE: 01/04/2017

TIME: 5:30pm

LOCATION: 71 Raglan road

weekly staff meeting

­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­

The purpose of the meeting is to discuss:

  1. Call to order
  2. Roll call
  3. Agenda for month
  4. Approval of minutes
  5. Financial report
  6. New customers
  7. Adjournment

MINUTES OF MEETING

C:\Users\princ\AppData\Local\Microsoft\Windows\INetCache\Content.Word\untitled.png

(Weekly April meeting)

Kiwi Resorts and health SPA

Meeting minutes of monthly meeting

Location: 71 Raglan rd.

Date: 01/04/2017

Start Time: 5:30 pm

Adjourned Time: 6:00pm

Call to order

Branch manager, chairperson of marketing association called the meeting of team members to order at 5:00 pm in meeting room

Roll call

Team leader conducted the roll call.

Present: All office members and manager

Apologies: two care giver nurses apologised for not attending the meeting.

General

The new nurse team leader and caregivers were introduced in the meeting. Kourtney won the Health and Safety award for the month of January. Kim, Khloe and Kris got goodies for their birthdays.

March report

Our ACE facilitator who also gathers data presented her facts and figures regarding the monthly falls, accidents, incidents, concerns and compliments.

Staff- general discussion

All staffs were given the platform to voice out their concerns. Some issues were resolved while others are still investigated by the management.

Next meeting date was decided for the month of March.

Motion to adjourn was made at 6pm

STAFF DINNER EMAIL

Sandeep Singh <[email protected]>

To

CC

Hello team

We appreciate hard work of all of you so, we are organising another staff dinner to thank all of you.

The staff dinner this year is on April 16th at Orca Restaurant and bar. It is a great Italian place in the heart of the city. The staff dinner is on the company so all we need is your presence. The dinner time at restaurant is around 6.30pm.

Please return to me ASAP so I can RSVP soon.

Kind regards

Sandeep Singh

Administration Manager

Comfort care retirement resort

Ph:

Mob:

Email:

INFORMAL MEETING

Generally called at our resort and health SPA after a fall of resident in the facility. That noted by head of department that the fall could have been banned but it was a result of negligence from staff, clinical nurse manager together with senior nurse on duty calls an emergency meeting. Discussions will be based on what, why, how, when regarding the fall. This meeting usually lasts for minimum of 10minutes, looking at the nature of problems and time of the day; if staffs are busy or not.

NOTICE OF MEETING

C:\Users\princ\AppData\Local\Microsoft\Windows\INetCache\Content.Word\untitled.png

(informal meeting)

Kiwi Resorts and health SPA

EMERGENCY MEETING ORGANISED FOR STAGE 2 STAFFS AT 1.30PM TODAY, IN MEETING ROOM

REGARDS

CLINICAL NURSE MANAGER

AGENDA OF MEETING

C:\Users\princ\AppData\Local\Microsoft\Windows\INetCache\Content.Word\untitled.png

(informal meeting)

Kiwi Resorts and health SPA

MONDAY, 14TH MARCH 2016

Meeting title: Major resident fall at work Meeting time: 1.30pm

Meeting called by: Clinical nurse manager

Purpose of meeting: Resident fall

Attendees: all staff members

Agenda Items

  1. Unexpected fall during morning shift
  2. Ways to minimise this issue in future
  3. Staffing issues

TASK THREE

PREPARATION OF STATISTICAL INFORMATION

  • To keep tabs on how much business spends each month on continence products and how much is ordered

PROCESSING AND MANAGING MAIL AND COMMUNICATIONS

  • To keep a transparent front between all staffs and ensure everyone in the business is aware of all important notices

Sandeep Singh <[email protected]>

To

Hello xyz

I am writing to inform you that we are having a Management meeting at the end of next month. Management team of all branches and our national manager will be attending this conference.

Could you please decide with the Kitchen and ensure there is enough refreshments and finger food available on the day of meeting.

Please do not hesitate to contact me.

Kind regards

Sandeep Singh

Reply of email

xyz <[email protected]>

ToSandeep Singh Today at 2:40 PM

---------- Forwarded message ----------

From: xyz<[email protected]>

Date: Mon, Mar 14, 2017 at 2:35 PM

Subject: Re: Management meeting

To: Sandeep Singh <[email protected]>

Hello Sandeep

Thank you for the email.

I will get proceeding with this request. Please let me know if our team have any preference as to what all you would like me to have arranged for the day.

Regards

xyz

Sent from my iPhone

On 14/03/2016, at 2:25 PM, Sandeep

<[email protected]> wrote:

Hello xyz

I am writing to inform you that we are having a Management meeting at the end of next month. Management team of all four rest homes will be attending this conference.

Could you please make arrangements with the Kitchen and ensure there is enough refreshments and finger food available on meeting day.

Please do not hesitate to contact me.

Kind regards

sandeep

xyz <[email protected]>

ToSandeep singh Today at 2:43 PM

Hello Sandeep

Thank you for the email.

I will get underway with this request. Please let me know if you have any preference as to what all you would like me to have arranged for the day.

Many thanks

xyz

Sandeep singh <[email protected]>

Toxyz Today at 2:47 PM

Hello xyz

Thank you for the quick reply.

I would like you to discuss with our team what they would like to have. Please try to arrange food for all staff members.

Many thanks

Sandeep Singh

MAINTAINING CONFIDENTIAL AND PERSONAL RECORDS

For security reasons, all staff information is kept confidential to protect their privacy. We can't share personal details of our employees with anyone like about their phone number and home address or any other information.

Our process to keep records safe

  • We keep all the important plans or documents in folders and not in general areas (e.g. lounge, kitchen)
  • we do 'not discuss the information with any other if they are not involved legally (sometimes this includes family)
  • And should have permission to pass on information to the third person

Image result for confidential and personal recordsSource of photo https://www.slideshare.net/NcDas/orag-of-med-record

MANAGING BUDGETS

To keep record of business income and expenditure. To keep records of employees' salary as well.

https://lh4.googleusercontent.com/-T2OMt6r99jY/TWpnAMAxVvI/AAAAAAAAAzM/nHHxzt2jNjs/s400/budget.png

https://www.business-case-analysis.com/images/accounting/ledger-t-accounts-journal.png

TASK FOUR

  1. LIASON WITH VISITORS
  • As an admin/ manager, I must meet with the visitors and customers to clear their doubts and give them information about our resort and health SPA, tell them my job title and ask how I am able to assist them. I also need to inform them that they are require signing in and out in the visitor's book for safety and health & safety reasons.

Image result for admin manager

  • When receptionist transfer, me call of any clients, I must greet, tell the caller my job title and ask how I can help them. Usually after working at the facility for few months, we know the names of our clients and We also have resident's immediate family numbers saved to the faculty phone. With caller ID installed, it is very easy to simple to recognise numbers. Sometimes they call us to know about their family members that how they are feeling now or any other personal question
  1. Four strategies

BUILDING AND MAINTANING LNKS AND RELATIONSHIPS WITHIN THE ORGANISATION

In our resort link development is still a valuable process in marketing, and knowing how to manage our link building movements successfully is still an important skill set for a administration manger. As a administration manager it is often said that the boss and the manager two of us need to be able to work hand-in-hand, and we need to be able to think well ahead of our boss, practically finishing sentences for him and in an organization it is important to clear working relationships because through this everyone know our responsibility and authority.

I would like to show an example to maintain relationship with my team members.

STAFF DINNER EMAIL- I wrote email to my team about company dinner for all staff members. I maintain relationship with team by email.

Sandeep Singh <[email protected]>

To

CC

Hello team

We appreciate hard work of all of you so, we are organising another staff dinner to thank all of you.

The staff dinner this year is on April 16th at Orca Restaurant and bar. It is a great Italian place in the heart of the city. The staff dinner is on the company so all we need is your presence. The dinner time at restaurant is around 6.30pm.

Please return to me ASAP so I can RSVP soon.

Kind regards

Sandeep Singh

Administration Manager

Kiwi resort and health SPA

Ph:

Mob:

STAFF MOTIVATION

  • I think to achieve organisation goal it's important that all staff members are motivated and they know what to do and how to do. Motivation helps in encouraging staff members in any work in which they don't feel comfort. As an administration manager, it is important for me to talk politely with team and appreciate their work.
  • We paint motivational quotes and posters in staff and break rooms that inspires members of the team to perform better.

For example

Image result for staff motivation quotes in hospital

TIME MANAGEMENT

As an administration manger, its always challenge to maintain time. We make daily schedule in morning and schedule for week as well like all appointments and things to do during week. We put Posters in staff room which has tips on time management to help our staff members.

STAFF SUPERVISION

Staff supervision is an important task as an administration manger and I think most of the things in this task is done by top management because they help everyone in the organization. My duties include helping resolve international disputes, administering negotiation operations, organizing international conferences, gathering information on the implementation of Security Council decisions, and consulting with member governments regarding various enterprises. Staff supervision also refers to directing the staff about changes.

I would like to write a example of staff supervision below.

Sandeep Singh <[email protected]>

Toxyz Today at 11:55 PM

Hello xyz

We have a new staff joining our team next week. Since you are the most senior person on that day, the Manager would like you to orientate the staff.

All required workbook will be given to the trainee on the day by the nurse. Please help her with it as well.

If you require any further details, please do not hesitate to contact me     

Kind regards

Sandeep Singh

TASK 5, 6, 7

Executive summary

Our business Kiwi resort and health SPA growing fast in New Zealand. We decided to open more branches around the Auckland and in South Island. We are focusing to grow our business our main moto now to make happy our customers not just profit. Our management team they are arranging meetings to open new resorts and increase services in our current resorts. We are offering a great opportunity to relax, refresh and improve as they focus on their personal well-being. We always have some interesting activities planned by our activities ladies which not only keeps the residents entertained but also gives our customers an opportunity to have maximum movement throughout the day by practising in such activities. Some of the activities includes; bowling, newspaper reading, van rides, exercise sessions.

Introduction

Now I am going to discuss about administrator's responsibilities and policies and procedures for meetings those we will going to run discuss about our business. What strategies we are going to use to run meetings. What improvements we need in our business to achieve success and get more clients. I will write about administrative services in term of primary responsibilities and effectiveness.

ADMINISTRATIVE SERVICES IN TERMS OF PRIMARY RESPONSIBILITIES AND EFFECTIVENESS IN MEETING ORGANISATIONAL OBJECTIVES, CONSISTENT WITH ORGANISATIONAL POLICIES AND PROCEDURES

In this task, I would like to write about administrative services in term of primary responsibilities and effectiveness in meeting organizational.

The regulatory administrations of any organisation has the important responsibility of ordering, managing, and planning administration administrations of an association. Responsibilities of an administration manager changes in various organisation however may incorporate keeping records, dissolving mail, organization out sizes and arranging and looking after offices. To assess the arrangement of administration authoritative administrations in my organization, the five administrations I am talking about will; recording meetings, making introductions, surveying gear requirements, sorting out sizes and meetings and giving administration report and measurable data.

Documentation of any meeting, formal or here and there casual is essential as choices are taken, changes are made and new advancements are presented. For security purposes and guaranteeing there is some confirmation present of the meeting for future references, it is very critical to note down such data. At our kiwi resort and health SPA, we have somebody (as a rule the administration manager) to bring down minutes. These minutes can be left in staff space for staffs who can't go to meetings.

Introductions, either done orally or through the help of energy point is a decent approach to present another item particularly in a human services industry. Rest homes are constantly given new thoughts, items and techniques to trial at their allocated office and report back to the DHB they are under if the presented development merits keeping or something else. The support of a power point introduction is the most ideal approach to present thoughts and data to countless home staff. It is basic to keep the staffs locked in. Thus, the motivation to utilize ppt. where compositions and pictures can both be utilized to keep our gathering of people intrigued by our introduction.

In a setting like our kiwi resort, which is home to numerous elderly individuals who are either conceded for recovery reason or end of life care, it is essential to convey all major clinical hardware's as crises can happen at whatever time. The significant gear's available at the office are however not forced to; circulatory strain machine, Blood sugar screen, oxygen tank, beat oximetry, and so forth. All clinical offices need to remember that these hardware's need repairing each 6 or 12 month, contingent upon the sort and model of gadget. Utilizing such gadgets which does not have a present adjusting declaration can't be utilized by wellbeing experts as this puts a hazard on occupants. Same as with all therapist SPA machines. Check all those time to time .

It is possible that we have a privately-owned company of SPA and resorts with sister branches progressively working around the nation or keep running by a single owner, each business has capacities and meetings composed each year either for the residents or administration group. These meetings are typically done to take a gander at the work process of the business, the wage and uses and take a gander at approaches to enhancing the administration for people in general. Likewise works like; Saint Patricks Day, Christmas party, test night, Halloween are sorted out to give excitement to the inhabitants at kiwi resort and health SPA.

For a professional health SPA and resort, the real reports and measurable information primarily are about the residents remaining at the town. This information demonstrates the month to month fall, episodes, mischances, compliments and remarks though couldn't care less staffs. This information gathered helps administration and clinical group at our rest home to work out methods for limiting injuries.

To additionally judge the performance of no less than five systems, I will talk about the key elements surrounding running a meeting which incorporates; notice of minutes, messages to staff in regard to the meeting, motivation, minutes and duplicate of meeting.

Setting up a notice for the meeting is important as this helps the staffs to answer address about; where, when, what and why the meeting has been called. Giving out data about the right day, time and area is authoritative if we need a decent turnover of staffs. At our resort, notification of a meeting is put on the dividers of the attendants' station and staff room as all care staffs go to these two regions the most so they bound to get some answers concerning the meeting.

In some occupation sorts messages are additionally sent to staffs to advise them of a meeting occurring at work. This is studied in our organisation. Since we have move laborers at work every minute of every day as this is a day and night working business, some move specialists, generally staffs don't know about significant changes, choices, arrangements and meetings that is sorted out by various individuals from the administration group. Thus, messages are normally conveyed to such staffs.

Each meeting, huge little, formal or casual has a motivation behind the team. Generally, plan of the meeting can pass on to staffs how essential the meeting is and on the off chance that they can skirt the gathering all together to something more imperative. At our SPA centre, each meeting/workshop or learning session see has a motivation composed on the notice itself. Knowing specialists here so move work and have an existence outside work, we can't do in advance that everybody will go to all meetings at our own solace. There are times, where staffs have been forgiven for some major social meetings in light of the fact that the individual encouraging the meeting knew the explanations behind staffs to not having the capacity to make it. There are dependably bargains both administration and staff needs to do. All things considered, collaboration is the way forward nowadays.

As said before in the report, minutes are a basic piece of each meeting. Minutes of a meeting fundamentally diagrams everything that occurred at a meeting paying little mind to the sort of business. These documentations can be utilized as a source of perspective and kind of proof in future if need be. At our resort, me as an administrator manager, go to all meetings as one of my duty at work is to record minutes for each meeting and later put them on notice board in the staff space for specialists to experience it if for reasons unknown they were not ready to go to the meeting.

The matching of a meeting is basically an archive which again can be utilized as a kind of view or proof for future. Generally, duplicates of meetings are not gathered by organizations nowadays unless it truly should be. At Kiwi resorts and health SPA, duplicate of meetings are just gathered if there has been a notable issue at work, i.e. if a staff part had skilful something incorrectly. For the most part, the staff part has a meeting with the workforce oversee. Normally the Clinical medical caretaker manager is additionally present if an agreeable is laid against a care staff with respect to care of residents. Explanation of the staff is asked for and on extraordinary cases, the meeting is recorded for future references i.e. if necessary to be displayed in court, and so forth.

Since this is my first occupation as a full-time administration manager where I was all alone with no help, I discovered it very difficult on few events to give administration report and factual data required by the administration point. I unquestionably feel despite everything I have far to go before I can consummate couple of skills and giving reports to my area of expertise certainly is intense. Additionally, since I accomplish more than my expected set of responsibilities and some days are extremely feverish as I need to do my work and take care of all guests, the Manager is really considering giving me low maintenance staff who can come around for couple of hours.

Recommendation: -

Our Kiwi resort and health SPA Raglan doing very well in this stream and growing day by day. We need to hire more staff as we are providing health and SPA facilities to elder people. So we need to buy new technology machines and need to hire professional doctors as well because sometimes it's hard for nurses to deal with some clients.

Conclusion

At last, I can say that our resort is running smoothly, so our next target is to open more branches in Auckland and launch some more care with new features and technology for different age groups to attract more customers. We will hire qualified and well trained staff for new branches to give best customers service and knowledge. In report, we discussed about what improvements we need in our health resort and SPA, for this we did run meetings. Our company main moto is to help older people make them happy and we doing very well to do that always get positive feedback from our clients and from their families as well.

References

https://www.tripadvisor.co.nz/ShowTopic-g147309-i69-k4901478-Recommendation_for_a_resort_comparable_to_Dreams_Resorts-Jamaica.html

http://www.jll.nz/new-zealand/en-gb/Research/JLL_NZRVD_2014_whitepaper.pdf

http://www.huffingtonpost.com/entry/aging-care-is-a-big-business-that-fails-the-patient_us_5845c8f3e4b055b31398a593

http://www.tourism.net.nz/region/nelson/accommodation/resorts-and-health-spas

http://www.treasury.govt.nz/statesector/performance/bass


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