Care Home Admin & Billing Coordinator

Gold Care Homes; Ascot; On-site; GBP 27,000 - 33,000; Full time

Benefits offered by this job

Salary from £30,000 per annum

Employee of the Month

Long term service awards

Blue Light Card

Professional Development

Refer a Friend

Job summary

Lynwood Village is seeking an experienced administrator to join our team, supporting management with reception, billing, payroll and filing. You will handle confidential records, onboarding of owners and residents, and ensure smooth day-to-day operations across administration and finance.

The role requires strong organisational skills, proficiency in Microsoft Office, and a dedication to professional, compassionate service for residents.

Qualifications

• Experience in administration, reception or customer service.
• Strong organisational skills and ability to manage deadlines.
• Excellent communication and interpersonal skills.
• Confident using Microsoft Office, with good numerical skills.
• Experience in billing, payroll or financial administration is desirable.
• Committed to confidentiality, excellent customer service and treating residents with dignity and respect.

Responsibilities

• Provide comprehensive administrative, secretarial and reception support to the Village management team, ensuring enquiries are handled professionally and directed to the appropriate departments.
• Maintain accurate and up-to-date records, files, procedures and administrative systems, ensuring information is accessible and handled confidentially.
• Coordinate the onboarding and arrival of new owners and residents, including preparing welcome materials, arranging welcome hampers and liaising with housekeeping and maintenance teams to ensure apartments and cottages are ready.
• Prepare and issue owner and resident bills and invoices in line with agreed schedules, respond to billing queries, investigate discrepancies and escalation complex issues where necessary.
• Assist with daily and weekly banking processes, including recording and checking transactions, reconciling records, supporting cash handling and maintaining accurate financial documentation.
• Support payroll administration by collecting, checking and submitting timesheets, authorised hours, overtime and other payroll adjustments within agreed deadlines.
• Maintain staff holiday, sickness and absence records, monitor holiday balances and follow up discrepancies to ensure accurate payroll information and management reporting.
• Oversee the administration of the Warden call process, maintaining accurate logs, monitoring completed checks, following up missed calls and escalating concerns in line with established procedures.
• Receive and respond to complaints, concerns and feedback from owners, residents, relatives and visitors in a professional and sensitive manner, ensuring issues are recorded, monitored and resolved or escalated appropriately.
• Maintain accurate owner and resident records, updating personal and contact information promptly while ensuring compliance with confidentiality and data protection requirements.
• Help coordinate reception cover and support the effective operation of reception and night security arrangements where required.
• Provide administrative support for meetings, audits, reports, service reviews and quality improvement activities, ensuring relevant documentation is prepared and maintained.
• Monitor outstanding actions, follow up with relevant colleagues and departments, and escalating any issues that could affect service delivery or the resident experience.
• Follow organisational policies and procedures relating to health and safety, safeguarding, fire safety, financial controls and data protection.

Skills

Administration experience

Reception skills

Microsoft Office

Billing/payroll experience

Confidentiality

Tools

Microsoft Office

Job description

Lynwood Village is seeking an experienced administrator to join our team, supporting management with reception, billing, payroll and filing. You will handle confidential records, onboarding of owners and residents, and ensure smooth day-to-day operations across administration and finance.

The role requires strong organisational skills, proficiency in Microsoft Office, and a dedication to professional, compassionate service for residents.