Job Description

About The Role

An exciting opportunity has come up in our care home for a Care Home Administrator. The Care Home Administrator will provide high-quality administrative support to the General Manager and the wider team, ensuring the smooth and efficient operation of the care home's front-of-house, finance, and office systems. This includes responsibility for overseeing reception staff, managing resident admissions and discharges, invoicing, payroll support, and general office duties.

Duties and Responsibilities:

Resident Admissions & Contracts

Assist the General Manager in notifying the Regional Office of new admissions and discharges. Ensure Welcome and Fee Confirmation letters are sent to all new residents and/or their representatives prior to admission. Send Contracts of Residence to all new residents/representatives prior to admission and maintain accurate records of signed contracts. Proactively follow up on unsigned contracts and escalate concerns to the General Manager in a timely manner.

Finance & Invoicing

Raise and send invoices for all residents, whether privately funded or funded by Social Services/ICBs. Reconcile fees received against individual resident accounts and maintain accurate financial records. Maintain and reconcile residents' deposit account transactions and petty cash on a weekly basis. Handle all aspects of cash management, including banking. Input and supervise the processing of purchase ledger information, including invoice batching and payment preparation. Liaise with Central Office regarding financial queries and escalate unresolved issues as required.

Payroll & Staff Administration

Assist the General Manager with the preparation and submission of weekly staff timesheets. Liaise with staff regarding pay, holiday, and timesheet queries. Communicate payroll changes and review draft payroll prior to final approval.

Reception Management

Line manage reception staff, including scheduling rotas, monitoring performance, and providing guidance and support. Ensure reception operates efficiently and professionally at all times, maintaining a welcoming environment for residents, visitors, and professionals. Oversee the delivery of a high standard of customer service and ensure that telephone and face-to-face enquiries are dealt with appropriately. Conduct regular team meetings and one-to-ones with reception staff to ensure continuous improvement and development.

Administrative Support

Provide administrative support to the General Manager and wider team, including: + Minute taking and note transcription + Scanning, uploading, and emailing documents
+ Filing, copying, and document preparation
+ Word processing and data entry
+ Maintaining accurate service user records (electronic and paper)
Process incoming and outgoing mail. Make appointments and manage diaries where required. Support the preparation of documentation for audits and inspections. Update and maintain service user information across systems.

Marketing and Hospitality

Assist in marketing and promotional activities, including open days, resident events, and hospitality arrangements.

General Duties

Ensure compliance with all company policies and procedures. Adhere to the Safeguarding Vulnerable People's Policy and report any concerns in line with local Social Services guidelines. Follow appropriate procedures in the event of accidents, emergencies, or incidents such as fire or missing residents. Maintain the security of the premises at all times while on duty. Report maintenance and repair issues to the relevant persons promptly. All posts offered are subject to two satisfactory references and a enhanced DBS or PVG disclosure.

About You

As a Care Home Administrator, you will be professional, caring and enthusiastic and will be managing administrative systems and processes to support the General Manager in running the home effectively.


We are looking for someone who is well-organised, has strong IT skills, good attention to deal, excellent verbal and written communication skills and good telephone manner with good customer service orientation. You will have a flexible approach and have the ability to prioritise tasks.



Essential


Educated to GCSE level (including Maths and English) or equivalent. Proficient in Microsoft Office applications (Word, Excel, Outlook).

Desirable


Business administration or finance-related qualification (e.g. AAT, CIMA, ACCA). Training in payroll or HR administration systems. Working towards an administration qualification at the equivalent of S/NVQ level 2 or higher is essential.

Working for Us

We'll provide full training, so it's a great opportunity to learn something new. In return, you will enjoy access to a huge variety of benefits and services to support your well-being and throughout your career we will invest in you and you will enjoy additional support and benefits including:

We will pay for your DBS / PVG disclosure certificate Induction and commitment to ongoing learning and development Wellbeing - free of charge access to an independent and confidential Employee Assistance Programme. This gives Colleagues and their family access to 24/7 365 support for a whole range of issues including physical, mental and financial issues. Access to Blue Light Card - discount service providing members with thousands of amazing discounts online and on the high street Aged 18-22 - we pay at least National Living Wage rate Pension contributions Paid holidays * Free onsite parking