About the role
The Home Administrator will manage all administrative aspects of the home in support of the Care Home Manager and ensure good co-ordination between departments to maintain efficient and effective operations.
The Home Administrator will maintain complete and accurate paper and digital records to satisfy all regulatory, statutory and internal company requirements.
You’ll ensure that relationships with all external contacts (e.g. residents’ families, 3rd party funders, regulatory / statutory authorities) are managed effectively and courteously.
As the Home Administrator you will provide HR administration support and will also be responsible for payroll and associated documentation as detailed below :
HR, Payroll, Recruitment and Training
Timely completion of all HR associated documentation ie : offer letter, contracts, disciplinary / appeals notes, maternity documentation, sickness documentation, DBS & ISA checks and written references.
Documentation for payroll to be completed and sent to payroll each month and meet payroll close deadline.
Ensuring all team members have full DBS’s before probationary period expires.
Set up personnel file with all documentation and maintain files.
Inputting new starter details onto HR system
Maintaining a current vacancy listing for central posting
Responds to recruitment enquiries
Coordinate interviews with relevant hiring managers
Undertake all recruitment correspondence
Prepare a set of joining instructions to be issued to all new starters
Organise room etc for training and ensure all team members sign the attendance register
Print training certificate for all training courses and place a copy on file
Update the training system with all training attended
Review training database and ensure team members attend induction / refresher training
Resident Billing and Accounting Support
Input any additional billing and telephone charges onto YARDI and enter resident absences from the community
Chasing resident debt, ensuring the risk of bad debt is reduced and payment is collected within our agreed terms with the resident / residents payer within time frame specified
Ensure Direct Debits mandates are completed and signed by the resident / resident payer and forwarded to Support Office for processing
Ensure Council and Nursing funding applications are processes and managed
Effectively resolve any billing questions or issues raised by the resident or resident payer
Distribute Pelican invoices received at the community to the relevant department coordinator for coding and approval, collate and forward to Support Office for payment within defined deadlines.
Scan any vendor invoices received at the community to Online Data Capture Centre
Regularly check and update administration declining balance, and forward all departments declining balances to Support Office in a timely manner for the month end close process
Maintain and reconcile petty cash
Send payment / refund requests to Support Office with supporting and signed off paperwork
Post resident cheque receipts to Support Office for Banking
Order and maintain office supplies
Adhere to Support Office deadlines for information requests to carry out time critical activities (e.g. Month End Close, Resident Increases, Direct Debit Submissions etc.)
Computer literate able to demonstrate strong skills in Excel, Word and to be able to learn other applications
Experience of working to deadlines, working alone and as part of a team
Demonstration of effective interpersonal skills and working with others
Self-motivated individual that shows initiative
Experience in data, numbers and reporting detail
Demonstration of problem solving, decision making and resolution skills
Effectively manage multiple priorities
Experience of HR administration, Payroll and Bookkeeping an advantage
What we will give you
We believe that happier employees provide a better level of patient care and delivery in their role. You’ll receive regular training and supervision, along with development opportunities across the business.
We continue to reward our staff with competitive salaries and a number of employee benefits including.
25 days holiday plus Bank holidays
Cycle to work scheme
Refer a friend incentive
Employee Assistance programme
Good Samaritan Fund
Heart & Soul company recognition programme
Your choices’ voluntary benefits employee discounted scheme
Long service awards
Ongoing career development training
All Gracewell homes provide high quality care in a luxury and welcoming environment, personalised for every resident. Our dedicated and compassionate care teams and trained nurses provide 24 / 7 onsite, residential care, nursing care, dementia care and respite care, in intimate and modern surroundings.
We aim to create the best possible home, where residents can live the happiest and most fulfilling lives.