Care Home Administrator

ADVINIA HEALTH CARE; Cheltenham; On-site; GBP 26,000 - 32,000; Full time

Job summary

Advinia Health Care is seeking an organised administrative professional to support home operations, payroll and HR duties at one of the UK locations. You will handle financial records, invoicing, onboarding, and reception responsibilities to keep the home running smoothly.

The role requires strong communication, Microsoft Office literacy, and the ability to manage multiple tasks with tight deadlines while presenting a professional image to residents and staff.

Qualifications

• Microsoft Word, Excel and PowerPoint literate.
• Excellent written and verbal communication skills.
• Highly organised.
• Ability to manage own time, prioritising work and drive referrals and occupancy.
• Professional appearance.
• Able to work to tight deadlines.
• Attention to detail.

Responsibilities

• Maintain accurate and complete financial records of the home in line with Company Policies and Procedures, using both computer and manual systems as required.
• Prepare and issue regular reports within prescribed timescales.
• Process receipts of monies against resident's accounts and maintain accurate records.
• Prepare and submit relevant resident's financial information to the Finance Department to ensure invoices are produced accurately and promptly.
• Ensure continuity of payroll.
• Maintain staff attendance records and ensure rotas reflect hours worked.
• Maintain complete files for residents and staff in line with Advinia's policies.
• Provide administration and secretarial support to the Home Manager including typing, filing and correspondence.
• Operate and maintain office equipment and liaise with external support as needed.
• Answer the telephone and respond to queries from residents and visitors.
• Maintain stationary stocks and forms.
• Order and maintain records of staff uniform and badges.
• Follow processes to ensure timely communication of invoices.
• Ensure Caresys/Resourcelink is optimised for capturing enquiries, new starters, move-ins and fee changes.
• Prepare for new move-ins and inform relevant people.
• In the absence of a receptionist, greet visitors, manage calls, maintain reception area, and perform general HR duties including recruitment and onboarding activities.
• Sales-oriented approach to assist viewing processes.

Skills

Written and verbal communication

Organisational skills

Time management

Professional appearance

Deadline-driven

Attention to detail

Tools

MS Word

MS Excel

PowerPoint

Job description

Our B Happie theme guides everything we do, aiming to create an environment where residents and staff feel valued, respected and happy. We promote three key pillars which keep our residents feeling connected, relaxed and safe. For staff, we help to make them feel fulfilled, recognised and have purpose.

Responsibilities

• Maintain accurate and complete financial records of the home in line with Company Policies and Procedures, using both computer and manual systems as required.
• Prepare and issue regular reports within prescribed timescales.
• To process receipts of monies against resident's accounts and maintain accurate records.
• Prepare and submit relevant resident's financial information to the Finance Department to ensure that invoices are produced accurately and promptly.
• Ensure continuity of payroll
• Maintain staff attendance records and ensure rotas accurately reflect hours worked.
• Maintain complete files for both residents and staff in line with Advinia's policies and procedures.
• Provide administration and secretarial support to the Home Manager e.g., typing, filing, dealing within correspondence etc. in line with prescribed timescales.
• Operate and maintain office equipment such as the fax, photocopier and computers calling in external assistance where required.
• To answer the telephone, respond to queries from residents and visitors and to re-direct enquiries in a friendly and efficient manner.
• To maintain stationary stocks, including forms that are used on a regular basis.
• Where required, to order and maintain records of staff uniform and badges.
• To follow processes, and flow charts, as provided by Head Office and ensuring timely communication in respect of invoices.
• Ensure that Caresys/Resourcelink is fully optimised to ensure that all relevant information is captured, including (but not exclusive to) new enquiries, new starters, resident move in and out and fee changes.
• Prepare for new move ins ensuring that the relevant people are advised of any preparations required.
• In the absence of a receptionist in the home the following duties will be required - Meet and greeting visitors, answering, and transferring calls, keep the reception area tidy and carry out general receptionists' duties. Be responsible for general HR duties. Controlling the end to end progress of Recruitment process. Onboarding new colleagues, obtaining right to work and references according to Safer Recruitment Policy, creating their candidate files, applying for DBS/PVG checks
• Confident, outward-going personality with a sales orientated approach to assist the viewing process

Requirements / Attributes

• Microsoft Word, Excel and PowerPoint Literate
• Excellent written and verbal communication skills.
• Highly organised Required Attributes
• Ability to manage own time, prioritising work appropriately and working on their own initiative to drive referrals and improve occupancy
• Professional appearance
• Able to work to tight deadlines
• Attention to detail

Advinia has been providing high quality, person-centred care, specialised for older people and focusing on resident wellbeing for over 25 years. We operate 36 Care Homes across the UK and each is led by a team of experienced and dedicated care professionals who are committed to always prioritising the individual needs of Residents.