Care Home Administrator (Interim Contract)

Advinia; United Kingdom; Remote; GBP 21,000 - 25,000; Full time

Benefits offered by this job

Free DBS/PVG check

Competitive pay rates

Flexible pay through Wagestream

Employee assistance programme

Paid family leave

Professional training and ongoing care

Job summary

Advinia is seeking an organised office administrator at our UK care home to maintain financial records, payroll, attendance, and HR support for the Home Manager.

You will handle reception duties, prepare reports, manage documentation, and ensure accurate data in Caresys/Resourcelink, contributing to smooth day-to-day operations.

Join a supportive team dedicated to resident wellbeing and staff development, with opportunities for professional training and progression.

Qualifications

• Excellent written and verbal communication skills.
• Confident, outward-going personality with a sales oriented approach to assist the viewing process.
• Highly organised and able to work to tight deadlines.
• Proficient with Microsoft Word, Excel and PowerPoint.
• Able to manage own time and work independently to drive occupancy.

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 and maintain staff attendance records and rotas.
• Provide administration and secretarial support to the Home Manager (typing, filing, correspondence) within timescales.
• Answer the telephone, respond to queries from residents and visitors, and redirect enquiries efficiently.
• Maintain stationary stocks and oversee staff uniform and badge records.
• Follow Head Office processes and flow charts, ensuring timely communication of invoices.
• Ensure Caresys/Resourcelink is fully optimised for new enquiries, move-ins, and fee changes.

Skills

Communication skills

Time management

Attention to detail

Professional appearance

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

About Us

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.

Our Mission

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.

Your Duties will include:

• 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

To be successful in this role you will need:

• Confident, outward-going personality with a sales orientated approach to assist the viewing process
• 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

In Return we can offer...

• Free DBS/PVG check
• Competitive pay rates
• Flexible pay through Wagestream
• Employment Assistant programme, including face to face counselling
• Paid FamilyLeave
• Professional training and ongoing career progression

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age