Care Home Admin

Gold Care Homes; Welwyn; Hybrid; GBP 27,000 - 33,000; Full time

Benefits offered by this job

Employee of the Month

Long term service awards

Blue Light Card

Professional Development

Refer a Friend

Job summary

Gold Care Homes is seeking an administrator for Heath Lodge in Welwyn Hatfield to join our care home team. You will handle general reception duties, answer calls, greet visitors and manage correspondence, assisting with payroll summaries and meeting notes while ensuring confidentiality.

You will also support diary management, recruitment, and the maintenance of records for residents and suppliers, contributing to smooth daily operations and professional service.

Qualifications

• Experience in general reception or office administration.
• Proficiency in Microsoft Office with accurate typing and record keeping.
• Ability to maintain confidentiality and work with deadlines.

Responsibilities

• Handle general reception duties and answer calls.
• Prepare timesheets and payroll-related summaries.
• Provide accurate typing and confidential record-keeping.
• Support Home/Deputy Manager with diary management and meetings.
• Coordinate duty rotas and liaise with staff.
• Maintain mail, invoices, and supplier records.
• Assist recruitment and maintain resident documentation.

Skills

Reception duties

Microsoft Office

Communication skills

Diary management

Tools

Microsoft Office

Job description

About our Home:

Nestled amidst the beauty of Welwyn’s landscaped gardens, Heath Lodge stands as a beacon of warmth and care, located ground serene grounds This period-style haven, with room for 65 cherished residents, isn’t just about providing shelter—it’s about crafting memories, fostering connections, and celebrating every moment. Whether it’s a heartwarming chat in the café, a tranquil moment in the lounge, or a stroll through the gardens, Heath Lodge promises a space where every resident finds their own slice of joy. Welcome to a home where every day is a testament to love and care.

What you will be doing!

• General reception duties, taking calls, transferring to departments, greeting visitors
• Duties will include general correspondence, telephone enquiries and reception duties, preparation of timesheets and submission of summaries relating to payroll, record keeping and taking minutes of meetings.
• To provide accurate and efficient typing support from written and recorded material, utilising Microsoft Office to ensure the layout and appearance meet corporate standards, maintaining confidentiality at all times
• To support the Home Manager and Deputy Manager in the delivery of corporate/strategic objectives and administration tasks, including diary management, preparation and coordinating of meetings.
• To coordinate the duty rota, liaise with Bank and Agency staff when required.
• To sort and distribute mail accordingly throughout the Home.
• You will support the recruitment process for new employees, ensuring all paperwork and relevant documentation is complete.
• Keep accurate records of all relevant residents’ documentation to include financial contracts, monthly invoice requests and payments, pocket money cash records and sundry invoices.
• Provide all financial invoicing and information to clients (or next of kin) including sundry invoices. Liaise where necessary to resolve queries and corrections and follow-up any unpaid invoices.
• Maintain records of client admissions, hospitalisation and discharges to ensure correct charges are invoiced.
• Process Social Services Assessment forms. Invoice and liaise where necessary with Social Services’ Finance department. Chase late payments.
• Provide monthly summary of invoices issued and payments received to Head Office All management information to be supplied to line manager monthly.
• Prepare and submit data relating to petty cash and wages totals-monthly
• Match supplier invoices / delivery notes and obtain authorisation to pay prior to submission to Head Office for payment. Liaise with suppliers on queries and refer to home manager where problems exist.
• Provide an efficient telephone and reception service to the general public and relatives /visitors to the home.
• Attend training courses and sessions as required.
• Maintain client, staff and business confidentiality at all times.
• Prepare and maintain stationary orders, stock and records.
• To answer the telephone, record accurate messages, respond positively to problems and queries and deal appropriately with any visitors to the home.
• To ensure all internal and external customer interactions are met with a welcoming and professional manner.

Benefits:

• Salary from £30,000 per annum
• Employee of the Month
• Long term service awards
• Blue Light Card
• Professional Development
• Refer a Friend