Care Home Administrator

New Way Recruitment LTD; Luton; On-site; GBP 40,000 - 44,000; Full time

Benefits offered by this job

Competitive salary (£40,000–£44,000)

Pension scheme

Holiday entitlement

Professional development

Heart-led hiring ethos

Job summary

New Way Recruitment is seeking an experienced Care Home Administrator to oversee the home’s administrative and financial functions. You will manage payroll, attendance, resident billing and supplier invoices, using Sage and Excel to produce accurate reports.

The role requires professionalism, discretion and the ability to work closely with managers, staff and external bodies. You will take ownership of day-to-day admin, support the Home Manager and accountant, and help ensure audits and CQC

Qualifications

• Significant experience in a Care Home Administrator position.
• Experience in residential care/home healthcare or social care setting preferred.
• Experience preparing payroll information, timesheets or attendance records.
• Experience processing invoices and maintaining financial records.
• Confidence using Sage or ability to learn quickly.
• Strong Excel skills, including formulas and trackers.
• Good knowledge of Word, Outlook and electronic filing systems.
• Strong numerical ability and attention to detail.
• Experience managing confidential employee, resident and financial information.
• Excellent written, verbal and telephone communication skills.
• Ability to investigate discrepancies and maintain audit trails.
• Organised and methodical with competing priorities.
• Ability to work independently and meet deadlines.
• Trustworthy, discreet and financially responsible.
• Calm, approachable and professional with staff, residents and external professionals.

Responsibilities

• Manage day-to-day administrative functions of the home in a professional, organised manner.
• Provide admin support to Home Manager and management team, including reports and filing.
• Collate and submit payroll information within deadlines.
• Reconcile staff attendance against rotas and address discrepancies.
• Liaise with staff/managers to resolve payroll or attendance issues.
• Maintain payroll records for new starters, leavers and changes.
• Process and record supplier invoices and use Sage for bookkeeping.
• Reconcile supplier statements and investigate balances.
• Maintain records of income, expenditure, receipts and petty cash.
• Manage resident billing, including fees, invoices and payments.
• Maintain funding records (private, local authority, NHS, CHC, third-party).
• Liaise with families and funding bodies regarding payments.
• Maintain Excel trackers for payroll, attendance, fees, invoices and recruitment.
• Support recruitment administration (interviews, references, DBS, pre-employment checks).
• Maintain confidential employee and resident records.
• Assist with admissions, discharges and funding changes.
• Maintain filing systems for audits and inspections.
• Support CQC/compliance administration and information requests.
• Handle calls, visitors, emails and post professionally.

Skills

Payroll processing

Sage bookkeeping

Excel reporting

Data protection

Attention to detail

Communication skills

Organisational skills

Independent working

Tools

Sage

Microsoft Excel

Microsoft Word

Outlook

Job description

Luton, United Kingdom | Posted on 11/06/2026

New Way Recruitment is working with a well-established, high-performing residential care provider to recruit an experienced Administrator for one of its residential care homes.

This is a varied and responsible role, overseeing the home’s administrative and financial functions, including payroll preparation, staff attendance records, resident billing, invoices, Sage, Excel reporting, recruitment administration and records management.

Working closely with the Home Manager, accountant and external payroll provider, you will ensure the home’s office runs efficiently and that all financial, employee and resident information is accurate, organised and processed within the required timescales.

The Opportunity

This is an excellent opportunity to join a stable, values-led care service with a strong leadership team.

Your organisation, financial awareness and attention to detail will directly support the smooth running of the home. You will take ownership of its day-to-day administrative function while building professional relationships with staff, residents, relatives, suppliers, commissioners and other external professionals.

Key Responsibilities

• Manage the home’s day-to-day administrative functions, ensuring the office operates efficiently, professionally and in an organised manner
  
• Provide administrative support to the Home Manager and management team, including preparing correspondence, reports, spreadsheets and meeting documentation
  
• Collate, check and submit accurate payroll information within agreed deadlines
  
• Reconcile staff clocking and attendance records against rotas, identifying missing clockings, overtime, additional hours, sickness, annual leave and other adjustments
  
• Liaise with staff and managers to investigate and resolve payroll or attendance discrepancies
  
• Maintain accurate payroll records for new starters, leavers, contracted-hour changes, pay changes, absence and overtime
  
• Process and record supplier invoices, ensuring they are correctly authorised and submitted for payment
  
• Use Sage for bookkeeping and financial administration, including recording invoices, maintaining supplier information and producing reports
  
• Reconcile supplier statements and investigate missing invoices, outstanding balances and payment discrepancies
  
• Maintain accurate records relating to income, expenditure, receipts, purchases and petty cash, where applicable
  
• Manage resident billing administration, including agreed fees, invoices, payments and outstanding balances
  
• Maintain records of private, local authority, NHS, Continuing Healthcare, joint-funded and third-party funding arrangements
  
• Liaise professionally with families, representatives, commissioners and funding bodies regarding delayed or incorrect payments
  
• Maintain comprehensive Excel spreadsheets and trackers covering payroll, attendance, annual leave, sickness, resident fees, invoices, recruitment, training, admissions and discharges
  
• Work closely with the company accountant, providing accurate financial information, supporting documents and reconciliations
  
• Support recruitment administration, including arranging interviews, obtaining references, tracking DBS and pre-employment checks and preparing new-starter documentation
  
• Maintain accurate and confidential employee files and resident administrative records
  
• Support new admissions, discharges and changes to resident details, contracts and funding arrangements
  
• Maintain well-organised electronic and paper filing systems, ensuring documents can be retrieved promptly for audits, CQC inspections and commissioner visits
  
• Support the Home Manager with CQC and compliance administration, including collating evidence and responding to information requests
  
• Handle telephone calls, visitors, emails, post and general enquiries professionally and confidentially
  
• Identify and escalation financial or administrative concerns, including unusual transactions, overdue payments and significant discrepancies
  
• Ensure information is handled in accordance with UK GDPR, data protection requirements and company policies
  
• Support the continuous improvement of the home’s administrative and financial systems
  

What We’re Looking For

• Significant experience in anCare Home Administrator position.
  
• Previous experience within a residential care home, healthcare or social care setting is highly desirable
  
• Experience preparing payroll information, timesheets or employee attendance records
  
• Experience processing invoices and maintaining accurate financial records
  
• Confidence using Sage, or the ability to become competent with the system quickly
  
• Strong Microsoft Excel skills, including formulas, trackers and reconciliations
  
• Good working knowledge of Microsoft Word, Outlook and electronic filing systems
  
• Strong numerical ability and exceptional attention to detail
  
• Experience managing confidential employee, resident and financial information
  
• Excellent written, verbal and telephone communication skills
  
• The ability to investigate discrepancies and maintain clear audit trails
  
• A highly organised and methodical approach, with the ability to manage competing priorities
  
• Confidence working independently, using initiative and meeting strict deadlines
  
• A trustworthy, discreet and financially responsible approach
  
• A calm, approachable and professional manner when dealing with staff, residents, relatives and external professionals
  

Experience of resident billing, local authority or NHS funding, recruitment administration, CQC requirements and electronic payroll or staff-clocking systems would be advantageous.

• Competitive salary of £40,000–£44,000 DOE
  
• Supportive and stable leadership team
  
• The opportunity to take ownership of a key function within a well-run care service
  
• Ongoing professional development and training
  
• Pension scheme and holiday entitlement
  
• A varied position with genuine responsibility and impact
  

At New Way Recruitment, we believe in Heart-Led Hiring in Care. Guided by our ethos of “Recruiting with Care, Placing with Purpose,” we are committed to creating a recruitment experience where compassion meets opportunity.

Our promise is simple: to provide a confidential, individually tailored and heart-led approach to every candidate and client we support. You can be assured that our team handles every stage of the process with integrity, understanding and genuine care.