Job Description

ABOUT US

Our Care Home is one of the Top 20 Care Homes in Northampton on Carehome.co.uk, has a CQC rating of 'Overall Good' and delivers a resident-centred care approach to 28 residents in NN3, Northampton and their philosophy is founded on encouraging independence, preserving dignity, enabling freedom of choice and protecting the privacy of each resident. The company is not just about receiving great care, but about enjoying the things in life that you have always enjoyed doing. They have a dedicated staff of carers, senior carers, catering staff and domestic staff who all have a passion for what they do and endeavour to make this care home the most amazing care home and experience for all those in it. The staff are at the heart of any care home and our client believe that by only hiring the best they will continue to be one of the best Care Homes for many years to come.

Job Purpose

To ensure the smooth and efficient running of the care home's administrative operations, providing support to the management team, staff, residents, and families. The role involves managing day-to-day office functions, coordinating staff administration, and maintaining compliance with regulatory requirements.

Key Responsibilities

Oversee all administrative systems and processes to ensure the efficient operation of the home. Manage reception duties, including welcoming visitors, answering queries, and handling phone and email communications. Maintain accurate and up-to-date records for residents, staff, and suppliers in line with CQC and GDPR standards. Coordinate staff rotas, track absences, and manage annual leave in support of the Home Manager. Process invoices, manage resident petty cash, and assist with budget monitoring. Support recruitment administration, including advertising roles, scheduling interviews, and processing new starter documentation. Supervise the Kitchen and Housekeeping teams, including regular supervisions and performance reviews. Coordinate and place weekly supply and stock orders. Compile and distribute monthly newsletters for residents and families. Manage monthly home invoicing and billing procedures. Maintain and update the care home's social media presence to promote engagement. Support preparation for inspections, audits, and quality assurance visits.

Person Specification

Essential Attributes & Skills

Strong organisational and administrative skills with exceptional attention to detail. Excellent written and verbal communication skills. Proficient in Microsoft Office (Word, Excel, Outlook) and confident in using digital care management systems. Understanding of confidentiality, data protection (GDPR), and safeguarding protocols. Able to prioritise workload, meet deadlines, and work both independently and collaboratively. Professional, empathetic, and approachable manner when dealing with residents and their families. Previous experience in an administrative or office management role, preferably in a care or healthcare setting. Demonstrated experience supervising a small team.

Desirable

Business administration qualification (e.g. NVQ, BTEC, or similar). Experience supporting financial processes or care home invoicing systems.

What We Offer

A supportive and inclusive working environment. Opportunities for training and professional development. A chance to make a real difference in the lives of our residents and their families.

ABOUT YOU

You'll need to be warm, empathetic and personable to join us as an Administrative Manager. Your organisational skills and driven mind-set mean you always get things done and make things happen.

Job Types: Full-time, Permanent

Pay: From 15.00 per hour

Benefits:

Company pension Free parking
Schedule:

Day shift Monday to Friday
Language:

English (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Expected start date: 28/07/2025