Care Home Admin (Part time)

Gold Care Homes; Birmingham; On-site; GBP 24,000 - 30,000; Part time

Benefits offered by this job

Salary up to £27,000 per annum (pro R2

Employee of the Month

Long term service awards

Blue Light Card

Professional Development

Refer a Friend

Job summary

Gold Care Homes’ Manor House in Kingstanding, Birmingham, seeks an experienced Administrator for a part-time role (up to 17.5 hours per week) on Tuesdays and Thursdays with flexible hours. You will manage reception, payroll summaries, minutes, and confidential records, while supporting the Home Manager and coordinating meetings and rostas.

Responsibilities include invoicing, supplier liaison, and maintaining client and resident documentation, with opportunities for development and recognition

Qualifications

• Administration experience required in reception, payroll support and records management.
• Proficiency with Microsoft Office and accurate typing support.
• Ability to coordinate duties, diary management and monthly reporting.

Responsibilities

• Handle general reception duties, calls, greetings and enquiries.
• Prepare timesheets, payroll summaries, and maintain confidential records.
• Support managers, coordinate meetings, diary, and rota with staff and agencies.
• Process invoices, track payments, and maintain client and resident records.

Job description

About Our Home:

Nestled in the scenic grounds of Kingstanding, Manor House is more than a care home—it’s a haven of excellence and warmth. With accolades like ‘Outstanding’ from CQC and a Top 20 Care Home Award, our residents find solace in studio-style rooms, vibrant communal spaces, and even our very own Manor Tavern. Here, every day is a blend of tailored activities, delicious meals, and cherished moments in our lush gardens. At Manor House, we don’t just provide care; we craft a lifestyle where every resident feels like family.

We are looking for an experienced Administrator to join our team on a part-time basis, working up to 17.5 hours per week. The role is based on Tuesdays and Thursdays, with some flexibility around working hours/days.

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 up to £27,000 per annum (pro rata)
• Employee of the Month
• Long term service awards
• Blue Light Card
• Professional Development
• Refer a Friend