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.