Administrator

Purpose of the Role

The Administrator is responsible for all administrative and general secretarial duties within the home. The role includes close liaison with the Care Manager and Head Office Bookkeeping to ensure accurate financial administration, payroll reporting, and efficient record‑keeping.

Reporting To

• Care Manager
• Head Office Bookkeeping (liaison)

Key Responsibilities and Duties

• Payroll and Wages
• Produce weekly wage reports in conjunction with the Care Manager.
• Submit wage reports to the wages department on a monthly basis.
• Input and provide staff payroll information on a weekly basis.
• Occupancy Reporting
• Produce and submit a weekly occupancy report to the Head Office Administrator.
• Petty Cash Management
• Manage petty cash expenditure within the home.
• Submit a monthly petty cash report to the Head Office Administrator and Bookkeeping.
• Banking and Fees
• Manage all banking of resident fees for the home.
• Submit a monthly banking report to Bookkeeping.
• Resident Administration
• Administer all resident paperwork, agreements, and contracts.
• Ensure records are accurate, complete, and appropriately stored.
• Accounts and Bookkeeping Liaison
• Liaise with Head Office Bookkeeping regarding invoicing and reconciliation of accounts.
• Debt Management
• Take primary responsibility for identifying, monitoring, and resolving outstanding debts in a timely manner, with support from the Care Manager and Head Office Bookkeeping.
• Staff Administration
• Manage administrative aspects of staff personnel files and employment contracts.
• Data Management
• Maintain and update the home’s personal database, ensuring accuracy and confidentiality.
• General Administration
• Carry out general secretarial and administrative duties as required within the home.
• Reception Duties
• Answer the telephone in line with the home’s policy.
• Ensure all callers and visitors are welcomed and dealt with professionally and courteously.
• Compliance
• Ensure compliance with all company policies and procedures at all times.
• Resident Personal Allowances
• Manage residents’ personal allowances.
• Audit personal allowances on a weekly basis and follow up promptly on any outstanding debts.
• Support the Care Manager in completing monthly personal allowance audits.
• Monthly Financial Reporting
• Manage and submit monthly financial reports to the Head Office Administrator, Bookkeeping, and Director.
• Request Head Office bank statements on the 1st of the month and ensure reports are completed by the 15th of the month.
• Local Authority Payments
• Prepare and submit monthly payment schedules to Local Authorities and provide copies to Bookkeeping.
• Stationery and Supplies
• Maintain adequate stock levels of stationery and office supplies, ensuring expenditure remains within the home’s budget.

Key Skills and Attributes

• Strong organisational and administrative skills
• Excellent communication and interpersonal skills
• High attention to detail and accuracy
• Ability to handle confidential information appropriately
• Competency in basic financial administration and record‑keeping
• Professional and courteous manner

To apply, or for any further details, please contact Claire Ashcroft – [contact hidden]

Alternatively, please complete the online Application Form