Care Home Administrator

Crystal Care Collection; Tonbridge and Malling; On-site; GBP 21,000 - 27,000; Full time

Job summary

Crystal Care Collection is seeking a proactive Care Home Administrator to support recruitment, onboarding and daily admin, helping residents and teams.

Working with the General Manager and Customer Relations Manager, you will manage recruitment, onboarding, admissions, finances and occupancy reporting, while maintaining safeguarding and excellent service.

Qualifications

• Experience in administration, ideally within health, social care or hospitality.
• Experience coordinating recruitment or onboarding processes.
• Highly organised with excellent attention to detail.
• Strong communication and customer service skills.
• Confident using IT systems and managing multiple priorities.
• Experience with CoolCare or care management systems desirable.

Responsibilities

• Lead recruitment and onboarding administration, including interviews, offers, checks and compliance documentation.
• Maintain personnel records and support induction for new starters.
• Manage telephone, enquiries and reception duties with a professional first impression.
• Support resident admissions, discharges and occupancy reporting.
• Maintain administrative systems accurately (e.g., CoolCare).
• Undertake financial administration, including petty cash, invoicing and resident monies.
• Order supplies, coordinate maintenance requests and support the home operations.
• Assist with home tours, enquiries and deputise for the Customer Relations Manager when required.
• Provide administrative support to the General Manager and leadership team.
• Support community events and the Lifestyle Team with admin tasks.

Skills

Recruitment coordination

Onboarding

Administrative coordination

Communication skills

IT systems (CoolCare)

Tools

CoolCare

Job description

At Crystal Care Collection, we're committed to creating luxury care homes that are exceptional places to live and rewarding places to work.

We're looking for an organised, proactive and people-focused Care Home Administrator to support the day-to-day running of the home, with a particular focus on recruitment and onboarding, while providing excellent administrative support to residents, families and colleagues.

About the Role

Working closely with the General Manager and Customer Relations Manager, you'll play a key role in ensuring the home operates efficiently and professionally. From coordinating recruitment and onboarding to supporting admissions, finance and occupancy, you'll help create a seamless experience for both new team members and residents.

Key Responsibilities

• Lead the administration of recruitment and onboarding, including interviews, offers, DBS checks, right to work, references and compliance documentation.
• Maintain personnel records and support new starters through the induction process.
• Manage telephone calls, enquiries and reception duties, providing a professional first impression.
• Support resident admissions, discharges and occupancy reporting.
• Maintain CoolCare and other administrative systems accurately.
• Undertake financial administration, including petty cash, invoicing and resident monies where applicable.
• Order supplies, coordinate maintenance requests and support the smooth running of the home.
• Assist with home tours, enquiries and deputise for the Customer Relations Manager when required.
• Provide administrative support to the General Manager and wider leadership team.
• Support community events and the Lifestyle Team with administrative tasks.

If you're an organised and motivated administrator who enjoys supporting people and making a real difference behind the scenes, we'd love to hear from you.

We are currently unable to offer sponsorship.

Our screening and recruitment process is conducted in line with Crystal Care Collection's Safeguarding Policy.

We're looking for someone who:

• Has previous administration experience, ideally within health, social care or hospitality.
• Has experience coordinating recruitment or onboarding processes.
• Is highly organised with excellent attention to detail.
• Has strong communication and customer service skills.
• Is confident using IT systems and can manage multiple priorities effectively.
• Demonstrates professionalism, compassion and a positive, can-do attitude.
• Experience with CoolCare or care management systems is desirable but not essential.