Care Home Administrator

Overview

Location: Manor Way

To be responsible for the smooth running of the administration of the Care Home.

Hill Care Ltd reserves the right to amend this Job Description from time to time, according to business needs. Any changes will be confirmed in writing.

Skills, Knowledge and Qualifications

Required

• Good numerical and word processing skills
• Knowledge / experience of MS Word, MS Excel and MS Outlook
• Good communication and organisational skills
• Friendly, confident, well-presented and customer-focused
• Professional telephone manner
• Genuine interest in working within a caring environment
• An appreciation of need for confidentiality
• Satisfactory DBS check

Desired

• Knowledge / experience of Sage Accounts
• Previous experience of accounting computer packages
• Previous experience of book-keeping / administration
• Team player
• Ability to work on own initiative

Administration

Main Responsibilities

• Maintain accurate and complete financial records of the Care Home in line with Company policies and procedures, using computer and manual systems.
• Prepare and issue regular Management Information Reports within the prescribed timescales.
• Manage and maintain accurate records of Service User Personal Finance.
• Fully complete all Sales Ledger functions using Sage software ensuring all invoices to Service Users, Local Authorities, PCTs and/or persons/organisations so responsible are produced accurately and promptly.
• Complete Sales Reconciliations to ensure accuracy of invoicing and reporting.
• Ensure all banking is completed at least 3 days per week. Process all receipts from Social Services/PCTs
• Manage the Aged Debtors list to ensure that all debts are recovered timorously informing the Home Manager and Regional Manager of any potential bad debts.
• Use internal Careblox system to raise purchase orders and process supplier invoices.
• Complete supplier statement reconciliations and prepare all payments to be authorised by the Finance Manager for final processing.
• Maintain petty cash records accurately.
• Ensure payroll information is collated accurately and sent to the payroll department for processing.
• Maintain Staff attendance records.
• Maintain complete files for Service Users (financial) and Staff Members (personnel) in line with the Company’s policies and procedures.
• Provide administrative support to the Home Manager (e.g., typing, filing, dealing with correspondence) if workload permits.
• Operate office equipment such as fax, photocopier and computer as required.
• Answer the telephone, respond to enquiries from Service Users and Visitors at Reception, and re-direct enquiries in a friendly and efficient manner.
• Maintain stationery supplies.
• Order and maintain records of Staff Members’ uniforms.
• Arrange and calculate monthly stock takes and costs.

Communication

• Participate in staff and service user meetings, as and when required.

Marketing

• Show Visitors round the Care Home, in the absence of the Home Manager.
• Prepare and display information leaflets and posters, send out brochures, etc., as required.

Training And Development

• Attend mandatory training days/courses, on or off site, as required.
• Maintain professional knowledge and competence.

Health And Safety

• Report immediately to the Home Manager, or Person in Charge, any illness of an infectious nature or accident incurred by a Service User, colleague, self or another.
• Understand and ensure the implementation of the Care Home’s Health and Safety policy, and Emergency and Fire procedures.
• Report to the Home Manager, or the Handyperson, any faulty appliances, damaged furniture, equipment or any potential hazard.
• Promote safe working practice in the Care Home.

General

• Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
• Notify the Home Manager, or the Person in Charge, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
• Ensure the security of the Care Home is maintained at all times.
• Adhere to all Company policies and procedures within the defined timescales.
• Ensure all equipment is clean and well maintained.
• Carry out any other tasks that may be reasonably assigned to you.

This Job Description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.

Closing Date: Friday 24th October, 2025

Contract Type: Full-time

Salary: £12.35 Hourly

Note: This description retains the original role and context but presents it with structured sections, clear headings, and properly formed lists. It does not add new information beyond what is stated.