Administration Manager based at Elmside, Hitchin

MHA; Hitchin; On-site; GBP 32,000 - 40,000; Full time

Benefits offered by this job

30 days holiday including bank hols

Pension scheme and life assurance

DBS checks and uniforms

Counselling & support

Flexible annual leave

Discounts (Blue Light Card)

Job summary

Elmside care home in Hitchin is seeking an Administration Manager to provide a robust administrative service across the Home’s operations. You will report to the Home Manager and help ensure regulatory compliance, maintain confidential information, and support system changes while delivering excellent customer service.

The role requires experienced administration skills, strong IT literacy (Word, Excel, Outlook), budgeting understanding, and the ability to work independently in a supportive

Qualifications

• Previous administration experience.
• Proficiency with IT systems (Word, Excel, Outlook, and customer information systems).
• Strong numeracy and literacy skills.
• Understanding of financial management, record keeping and budgeting.
• Ability to work independently, prioritise tasks and manage time.
• Excellent customer service and relationship-building skills.
• Attention to detail and accuracy in administrative tasks.
• Ability to work confidentially with personal information.
• Flexible and proactive approach to supporting the Home.
• Compassion, integrity and commitment to MHA values.
• NVQ Level 2 in Business Administration or equivalent.
• Experience with payroll, rota planning, budgeting or multi-stakeholder engagement.

Responsibilities

• Oversee payroll/rostering systems and ensure accurate and timely payroll-related data.
• Manage resident admissions, including funding, contracts, invoicing, and CareSys updates.
• Support purchasing and procurement within budget, and elevate any budgetary issues.
• Assist with monthly safe audits and support management with financial reviews.
• Maintain, monitor, and update staff rotas, holiday requests, absence records, and recruitment administration.
• Organise staff inductions and ensure required training, certifications, and appraisals are completed and logged.
• Support with return-to-work documents, Bradford factor monitoring, and clinical supervision logs.
• Prepare and maintain documentation for inspections, quality monitoring, and regulatory visits.
• Track and report on surveys, complaints, compliments, action plans, and relevant performance indicators.
• Maintain marketing records, support enquiries, viewings, and assessment outcomes.
• Take notes for key meetings and maintain accurate, confidential records.
• Monitor health and safety files, audits, incident trends, and YouComply reporting.
• Support testing regimes during infection outbreaks and ensure follow-up actions are documented.
• Delegate tasks appropriately to reception staff (where applicable).
• Adhere to safeguarding, infection control, and all relevant MHA policies.

Skills

Administration experience

IT systems

Payroll knowledge

Budgeting

Education

NVQ Level 2 in Business Administration

Tools

CareSys

Job description

Administration Manager based at Elmside, Hitchin

Location: Elmside, Hitchin
Hours: 37 hours per week
Salary: £36,047.00 per annum

For this role, we are currently considering candidates who live within approximately 15 miles of the Care Home. This ensures commutes are manageable and support your wellbeing and work-life balance. If you live outside this area but would still find the commute manageable, please get in touch – we are happy to review individual circumstances.

About the role

As the Administration Manager, you will provide an efficient and effective administrative support service across all aspects of the Home’s operation. You will work as part of the management team, supporting the Home Manager to ensure the Home is compliant with regulatory requirements and internal MHA policies and procedures.

Your role will include staff and resident information management, financial and non-financial data processing, supporting system changes, and delivering excellent customer service for internal and external stakeholders.

You will handle highly confidential information and role model MHA’s values at all times.

What you will do

• Oversee payroll/rostering systems and ensure accurate and timely payroll-related data.
• Manage resident admissions, including funding, contracts, invoicing, and CareSys updates.
• Support purchasing and procurement within budget, and elevate any budgetary issues.
• Assist with monthly safe audits and support management with financial reviews.
• Maintain, monitor, and update staff rotas, holiday requests, absence records, and recruitment administration.
• Organise staff inductions and ensure required training, certifications, and appraisals are completed and logged.
• Support with return-to-work documents, Bradford factor monitoring, and clinical supervision logs.
• Prepare and maintain documentation for inspections, quality monitoring, and regulatory visits.
• Track and report on surveys, complaints, compliments, action plans, and relevant performance indicators.
• Maintain marketing records, support enquiries, viewings, and assessment outcomes.
• Take notes for key meetings and maintain accurate, confidential records.
• Monitor health and safety files, audits, incident trends, and YouComply reporting.
• Support testing regimes during infection outbreaks and ensure follow-up actions are documented.
• Delegate tasks appropriately to reception staff (where applicable).
• Adhere to safeguarding, infection control, and all relevant MHA policies.

About you

You will be an experienced and confident administrator with excellent organisational and communication skills.

You will have:

• Previous administration experience.
• Confidence using IT systems including Word, Excel, Outlook, and customer information systems.
• Strong numeracy and literacy skills.
• An understanding of financial management, record keeping, and budgeting.
• The ability to work independently, prioritise tasks, and manage time effectively.
• Excellent customer service skills and the ability to build positive relationships.
• Attention to detail and accuracy in all administrative tasks.
• The ability to work confidentially and sensitively with personal information.
• A flexible and proactive approach to supporting the needs of the Home.
• Compassion, integrity, and a commitment to MHA’s values.
• NVQ Level 2 in Business Administration or equivalent experience.
• Experience with payroll, rota planning, budget management, or multi-stakeholder engagement.

You will be joining an organisation with strong values, a highly supportive culture and a commitment to the safety and wellbeing of employees. You will work alongside motivated colleagues in an environment of teamwork and trust, while also having fun.

At MHA, we believe this is more than just a job. It is a career to be proud of, where every day you can make a positive difference.

Rewards and benefits

In addition to a highly competitive salary, you will enjoy:

• 30 days holiday (including bank holidays) and an option to buy annual leave (pro-rota for part time).
• A strong pension scheme, life assurance and support with professional fees in relevant roles.
• Free DBS checks and uniforms for care and support colleagues.
• Confidential counselling, chaplaincy support and access to our hardship fund.
• Flexible options to buy or sell annual leave, plus family-friendly policies.
• Discounts through the Blue Light Card, Health Service Discounts and the Vivup app.
• A full induction, ongoing training, recognised qualifications and clear career progression.
• Long service awards to celebrate your contribution.

About the home

Elmside care home in Hitchin

Elmside is a warm and community-focused home where colleagues work together to deliver meaningful, person-centred care. The team atmosphere is friendly and encouraging, helping new colleagues feel supported from their very first day.

With a strong focus on dignity, independence and high-quality support, colleagues play an essential role in creating a calm, uplifting environment for residents. The home reflects MHA’s charitable values, promoting kindness, teamwork and a shared commitment to improving later life.

Elmside is an ideal workplace for job seekers who want to build a purposeful career in a supportive home where colleagues feel valued, trusted and inspired to grow.

For more information about the home, please click here

Where the role requires a Standard or Enhanced DBS check, the successful candidate will be required to join and maintain membership of the DBS Update Service. MHA will pay for the DBS check and will provide an additional payment through payroll equivalent to the standard annual Update Service subscription fee. Further details will be provided during onboarding.

Please note that interviews may take place prior to the closing date and if a suitable candidate is appointed the role may close early.

Recruitment agencies: please note, MHA do not accept unsolicited CVs from recruitment agencies, regardless of whether they are on our Preferred Supplier List (PSL). We only accept CVs from agencies that have been appointed and briefed by MHA’s Recruitment Team.

Equality, diversity and inclusion

MHA are fully committed to the principles of equality, diversity and inclusion (EDI) as this is embedded in our values: respect, nurture and inspire. In addition, as a committed employer we have been awarded level 2 under the Disability Confident Scheme.

Please note that interviews may take place prior to the closing date and if a suitable candidate is appointed the role may close early.

Recruitment agencies: please note, MHA do not accept unsolicited CVs from recruitment agencies, regardless of whether they are on our Preferred Supplier List (PSL). We only accept CVs from agencies that have been appointed and briefed by MHA’s Talent Acquisition Team.