Administrator

Highgate Care; Stoke-on-Trent; On-site; GBP 18,000 - 23,000; Full time

Benefits offered by this job

Friendly workplace

Training and progression

Meaningful impact

Close-knit team

Job summary

Highgate Care is seeking an Administrator at Springfield Manor in Stoke. The role involves managing financial records, payroll support, reception duties, and admin tasks across a small care home setting. You will interact with residents, families, and staff, ensuring smooth daily operations with warmth and professionalism.

The position is permanent and full-time (37.5 hours per week) with occasional evenings and weekends. Not sponsorship available.

Qualifications

• Warm, friendly and calm front-line presence.
• Strong communication and interpersonal skills.
• Good IT skills and ability to work with systems.
• Organised with good planning abilities.
• Creative and energetic approach to tasks.
• Willing to work some evenings and weekends.
• Prior admin experience preferred.

Responsibilities

• Maintain accurate financial records for the Home using manual and computer systems.
• Prepare and issue Management Reports within set timescales.
• Process receipts for Residents; maintain records and liaise with Sales Ledger.
• Ensure payroll continuity and calculate wages weekly with attendance records.
• Provide admin/secretarial support to the Home Manager (typing, filing, correspondence).
• Answer calls, greet visitors, and manage reception duties professionally.
• Order and maintain stationery and uniform records; support meetings and admin tasks.

Skills

Warm & friendly

Strong communication

IT literacy

Organised

Creative

Flexible schedule

Admin experience

Tools

Office software

Job description

Job Description

Administrator

Location

Springfield Manor, Godwin Way, Stoke

Job Type

Permanent, Full-time (37.5 hours per week, includes occasional evenings and weekends)

Sponsorship

Not currently available

Join Highgate Care - Where Kindness Is Key

At Highgate Care, kindness isn't just something we talk about, it's the foundation of everything we do. As a small and compassionate care group, we pride ourselves on offering truly person-centred care, where every resident is valued, supported, and able to thrive. We believe in celebrating individuality, promoting dignity and above all, living by our core value: Kindness Is Key.

We're currently looking for an Administrator to join the team at Springfield Manor If you're someone who naturally brings warmth, energy and creativity wherever you go, and you love the idea of making each day meaningful for our residents, no two days are the same this could be the perfect role for you.

What You’ll Be Doing

• Maintain accurate and complete financial records of the Home in line with Company policies and procedures, using computer and manual systems.
• Prepare and issue regular Management Reports within the prescribed timescales.
• Process receipts of monies against Residents' accounts. Maintain records.
• Prepare and submit relevant Resident financial information to the Sales Ledger Department to ensure that invoices to Residents, Local Authorities or person so responsible are produced accurately and promptly. Follow up settlement of same using manual records and specialised computer software. Liaise with and assist Credit Control Department to resolve any outstanding issues.
• Ensure continuity of the Payroll.
• Arrange the accurate calculation of gross wages on a weekly basis using computer and manual systems. Maintain Staff attendance records.
• Maintain complete files for Residents and Staff Members in line with the Company’s policies and procedures.
• Provide administrative / secretarial support to the Home Manager e.g. typing, filing dealing with correspondence etc, within given timescales.
• Operate office equipment such as fax, photocopier and computer as required.
• Answer the telephone, respond to enquiries from Residents and Visitors at Reception, and re- direct
• Enquiries in a friendly and efficient manner.
• Maintain stationery supplies.
• Order and maintain records of Staff Members' uniforms.
• Arrange and calculate monthly stock takes and costs.
• Participate in Staff and Resident meetings as and when required.

What We’re Looking For

• Warm, embracing, calm, and friendly as you will be the face of Spingfield Manor.
• Confident, Good communication skills.
• IT knowledge, Good with systems.
• Organised, reliable, and effective with planning
• Creative, enthusiastic, and able to motivate others
• Able to work flexibly across some evenings and weekends
• Previous experience in a similar role.

What We Offer

• A friendly, supportive, and welcoming workplace
• Real opportunities for ongoing training and career progression
• A chance to make a meaningful impact in people’s lives every day
• A valued role within a close-knit team that cares as much about each other as we do our residents

If you believe that kindness and compassion should be at the heart of care, we'd love to hear from you.