Care Home Administrator

Theoldvicarageotterton; Otterton; Remote; GBP 24,000 - 30,000; Full time

Job summary

The Old Vicarage Care Home in Otterton is seeking a dedicated Care Home Administrator to join our warm, family-run team. You will support the smooth day-to-day operation, handling administration for residents and staff, payroll, contracts and communications in a compassionate setting.

Reporting to the Director, you will maintain comprehensive records, support recruitment and DBS checks, and ensure compliant procedures across health and safety and facilities.

Qualifications

• Experience providing formal administration support in a care home or similar setting.
• Strong attention to detail with record-keeping and document management.
• Ability to coordinate payroll, contracts and staff communications.

Responsibilities

• Manage main telephone line and enquiries; direct calls appropriately.
• Maintain resident and staff files, minutes, and records for inspections.
• Support recruitment activities and DBS processing; issue letters and contracts.
• Handle resident accounts, contracts and standing orders; maintain handbook.
• Process weekly/monthly payroll and manage petty cash.
• Follow health and safety, infection control and facilities procedures.

Skills

Administration

Payroll

Recruitment support

DBS checks

Job description

We are looking for an enthusiastic and caring Care Home Administrator to join our friendly team at The Old Vicarage Care Home, an award-winning care home in the beautiful village of Otterton, near Budleigh Salterton, rated ‘Outstanding for Caring’ by the CQC.

About Us:

The Old Vicarage is a family-run residential care home nestled in the charming village of Otterton, East Devon. Renowned for our warm and welcoming environment, we are dedicated to providing exceptional care that allows our residents to enjoy their retirement years to the fullest.

We offer a range of services, including relaxing holidays, respite breaks, post-operative recovery, and permanent residency. Our care is highly personalized, embracing a holistic approach that nurtures physical, spiritual, and emotional well-being, always respecting individual preferences.

Role summary:

We are looking for an enthusiastic and caring Care Home Administrator to join our friendly team at The Old Vicarage Care Home , an award-winning care home in the beautiful village of Otterton, near Budleigh Salterton, rated ‘Outstanding for Caring’ by the CQC.

Reporting to the Director, you will play a key role in supporting the smooth day-to-day running of the home for residents and staff, providing administrative support across the business while working alongside our experienced and long-serving team. You will contribute to the warm, welcoming and family-oriented environment that The Old Vicarage is known for.

Key Responsibilities:

General Administration

• Manage the main telephone line, handle enquiries professionally and direct calls appropriately.
• Maintain organised resident and staff files, including filing, archiving and document management.
• Take, type and distribute minutes for staff and resident meetings and maintain records for CQC inspections.
• Maintain key lists, including telephone, first aider and birthday lists.
• Support catering administration, including menus, drinks lists and shopping orders.
• Order stationery and other office supplies as required.

Staff Recruitment & Support

• Support recruitment by advertising vacancies, sending applications, arranging interviews and obtaining references.
• Assist with DBS applications and issue appointment/refusal letters and employment contracts.
• Prepare induction documentation and maintain accurate staff files and records.
• Maintain the staff handbook and arrange uniforms and other staff requirements.
• Monitor DBS checks, annual leave, sickness and absence records.
• Maintain training records, identify outstanding training and provide administrative support for training, supervision and appraisals.
• Prepare and distribute staff communications, including memos and newsletters, and maintain staff and resident noticeboards.

Resident Administration

• Support the Directors with new resident administration, including accounts, contracts and standing orders.
• Maintain and distribute the Residents’ Handbook.
• Request, track and follow up on Power of Attorney and TEP documentation.
• Support the organisation of resident and staff events and activities.

Finance & Payroll

• Process weekly and monthly payroll.
• Assist with annual fee letters, contracts and standing order documentation.
• Manage petty cash for the Registered Manager, Catering Manager and Head Housekeeper.
• Organise invoices for payment and process cheques.
• Prepare invoices for telephone, newspapers, guest lunches and personal goods.

Health, Safety & Facilities

• Follow all health and safety, fire safety and infection prevention procedures.
• Maintain records for maintenance contracts, utilities, call bell systems, lifts and other facilities.
• Monitor disabled parking badges and arrange renewals where required.
• Promote a safe, positive and welcoming environment for residents and staff.

General Duties

• Carry out other reasonable duties associated with the role.
• Uphold and promote the ethos and philosophy of The Old Vicarage.
• Maintain a professional, supportive and respectful working environment.
• Maintain a duty of care towards residents and report any safeguarding concerns.
• Complete and follow all required training and procedures.