Care Home Administrator

Key Responsibilities

• Provide day-to-day administrative support to the Homecare Manager and wider team. 
• Maintain accurate and confidential client and staff records in line with data protection standards. 
• Handle telephone and email enquiries professionally, ensuring timely responses. 
• Prepare documentation, reports, and correspondence as required. ·      Support with filing, scanning, distributing communications, and maintaining office systems. 
• Assist in coordinating meetings, training sessions, and staff communications.  
• Rostering & Scheduling 
• Create and maintain weekly staff rotas to ensure adequate coverage across all client visits. 
• Adjust schedules promptly in response to staff sickness, leave, or emergency changes. 
• Liaise with care staff, clients, and families to ensure rotas are clear, accurate, and communicated effectively. 
• Monitor compliance with working hours, rest breaks, and organisational policies. 
• Use rostering software or systems to track shifts, availability, and service delivery. 

• Assist with processing timesheets, mileage claims, and staff payroll information. 
• Support invoice preparation, billing, and reconciliation of client accounts as required. 
• Ensure financial records are accurate and compliant with internal procedures. 
• Handle petty cash, purchasing orders, and supplier payments where necessary. 
• Provide administrative support for budget monitoring and financial reporting.
• Support the Finance Department in the preparation of payroll, and make certain that any errors are rectified at the weekly timesheet reporting stage to ensure an efficient monthly payroll process. 
• Assist the Finance Team in any annual increases and ad-hoc adjustments relating to resident and client fees and staff salaries.      Work in accordance with the Finance and Home Administrator Task List, keeping in line with set deadlines.

Skills, Knowledge and Expertise

• IT Skills, including MS Office, attention to detail, organisational skills. 
• Ability to work well under pressure.  
• Ability to demonstrate a high level of communication skills, written and verbal. 
• Knowledge of working with financial systems/environment. 
• Practical knowledge of maintaining records according to confidentiality and data protection procedures. 
• Willingness to take appropriate training as required. 
• Proficiency in information technology skills, including knowledge of Microsoft Office Packages, Sharepoint, accountancy and payroll software, and other role-critical systems. 
• Numerical and written skills, with the ability to work accurately whilst under pressure to tight deadlines. 
• Good attention to detail with the ability to problem solve, prioritise, delegate, and process work with accuracy in a timely manner. 
• Ability to work with sensitive and confidential information.