Job Description

Job Title: Recruitment & Payroll Administrator (Care Homes)Location: Dual Site (Two Care Homes)Job Purpose:To manage the recruitment, onboarding, employee record-keeping, and payroll administration processes for both care homes, ensuring accuracy, confidentiality, and compliance with company procedures and legal requirements.---Key Responsibilities:Recruitment and Onboarding:References & DBS Checks:Ensure all new employees provide two references (contact details to be included on the application form).Contact referees using the company reference template.Apply for new DBS checks via the online system, requesting an "Adult First Check" when needed.For applicants with transferable DBS, verify its validity.Ensure payment for DBS (cash or card) is collected if applicable.New Employee Setup:Arrange shadow shifts for new employees.Allocate each new employee a unique number on the TNA 100 system (used by Nurses Office Computer).Enter employee details into the TNA 100 System (login credentials provided at induction).Ensure completion of the "New Employee Details Form," checking all sections are filled in and that the employee has selected their Statement of Employment option (A, B, or C).Scan and submit the completed form to the central payroll processor before the payroll deadline.---Payroll Administration:Data Management:Add new employees to both the Weekly and Accurite payroll spreadsheets, including contracted hours and pay rates.Update the Staff Database (DOCUMENTS-HUMAN RESOURCES folder).Print an updated employee list for the Home Manager.Maintain a rota file showing staff names and telephone numbers.Weekly Payroll Process:Payroll week runs Sunday to Saturday.Download weekly hand-scanner reports to the TNA 100 system.Generate and print the Time Card Analysis Payroll Report.Verify rotas match with hand-scan hours and input any annual leave (A/L), overtime, or short notice shift details.Deduct break times as per role-specific guidelines:Care staff: 1 hourHousekeeping: 0.45 hours (some staff only 0.15 hours)Kitchen: 0.30 hoursNurses and select others: no break deductions.Deduct 15 minutes for late scans (after 2 minutes).Apply correct Bank Holiday pay rates:Double Time for Christmas Day and New Year's Day.1.5x rate for all other bank holidays.Payroll Checks:All payroll information to be double-checked by a second manager or administrator before submission.Update weekly spreadsheets with:Rate changes, bed bonuses, SSP, uniform deductions, lunch deductions (from kitchen), mileage at 0.40/mile, DBS deductions if needed.Calculate accrued untaken annual leave (A/L) for leavers and issue a P45.Deduct any overtaken A/L from final pay.---Monthly / 4-Week Tasks:End-of-Month Reporting:Transfer all information from weekly spreadsheets to the final Accurite monthly spreadsheet.One master spreadsheet for each care home.Final spreadsheets must be double-checked by a second administrator before submission.Submission:Email final spreadsheets to Accurite with a copy to the designated supervisor.Ensure all wage information is submitted by midday for processing.Review and amend spreadsheets to ensure A/L payments are accurate and within allowance.---Payslips & Employee Communication:Payslip Handling:On receipt of payslips from Accurite, check for accuracy.Email any final amendments to the payroll contact at Accurite.Print payslips and pension letters for new starters.Distribute payslips as follows:Nurses: Via Nurse on Duty.Housekeeping: Via designated housekeeping team members.Kitchen: Via kitchen supervisor.Admin/Management: By hand.Care Staff: Sorted into Day, Night, and alphabetical order for distribution.Leavers: With P45 via post.Filing:File all payroll records in the designated Payroll Folder on the desktop.Maintain an up-to-date A/L record for each employee and copy to the supervisor.---Additional Responsibilities:Mileage Claims:Mileage paid at 40p per mile (where applicable). Mileage claims must be submitted and authorized before payroll processing.Bonus Claims:Bed Bonus claims to be submitted by Home Managers or Residential Managers and authorized before payroll submission.Bank Holiday Pay:Always ensure Bank Holiday hours are correctly paid at the agreed rates.Final Payslips:Email designated person at Newton Grange for issuing final payslips.---Skills Required:Strong attention to detail.Familiarity with payroll systems and processes.Experience with DBS application processes.Good communication skills (written and verbal).Ability to prioritize tasks and meet payroll deadlines.Confidentiality and discretion in handling sensitive information.Competent in Microsoft Office (especially Excel).---Reporting to:Payroll SupervisorCare Home Manager(s)

Job Type: Full-time

Pay: 31,200.00 per year

Benefits:

Company pension Free parking On-site parking
Schedule:

Monday to Friday
Work Location: In person

Reference ID: BM1967