Administrator
Application Deadline: 20 May 2026
Department: Residential/Nursing Homes
Employment Type: Full Time
Location: Jersey - Cheval Roc
Reporting To: Registered Manager
Description
Cheval Roc Nursing & Residential Home are looking for an Administrator to join the team, to provide an efficient and confidential administration service to the Home Manager and Group.
Key Responsibilities
General Responsibilities:-
- Setting up and maintenance/data entry into relevant admin management systems for all residents and staff, ensuring documents/records are up-to-date.
- Responding to general queries (written and verbal) from residents, staff, and the general public.
- Organising meetings, interview and meetings, taking minutes for the home manager where required.
- Sorting and distributing incoming and outgoing post.
- Filing and archiving records including those of a sensitive nature.
- Drafting up new contracts for clients for review by the Registered Manager, and ensuring contracts are signed and scanned to relevant systems as soon as possible after admission.
- Collation of documents required for inhouse/external audits.
- Ordering office supplies.
- Distribution and maintenance of resident personal balances and reconciling.
- Maintain petty cash records for the home, scanning receipts, invoices, etc. to Finance on a monthly basis.
- Stock control, janitorial and medical supplies, employee uniforms, liaising with suppliers to order, collect delivery notes and invoices, scan and send to Finance, and file/archive accordingly.
- Cover receptionist duties when required.
HR Responsibilities:-
- Carry out safe recruitment checks for individuals, communicating with all candidates regarding interviews. Assist with DBS checks where necessary and complete induction paperwork with employees.
- Maintain staff absence calendars to include holidays and sickness.
- Administer recruitment process, vacancy sign off, set up interviews for the home manager. Corresponding with candidates accordingly.
- Distribution of communication articles to employees within the home.
- Manage DBS updates.
- Maintaining all staff data on relevant systems, ensuring all staff documentation such as contracts of employment, training certificates, and payroll information is scanned and filed accordingly.
Finance Responsibilities:-
- Meeting with residents and families to discuss and arrange funding, ensuring the LTC process is fully explained, and arranging Direct Debits. Where required, assisting residents completing forms.
- Reviewing supplier delivery notes for accuracy and reconcile to monthly statement, ensuring the relevant staff members are ordering from the designated suppliers.
- Scan all supplier invoices and statements and sent to the relevant care home accounts mailbox for Finance to process.
- Reviewing staff timesheets in relevant system against rotes on a weekly basis, ensuring all hours worked, holidays and sickness absence are recorded.
- Prepare monthly payroll packs for Finance, to include starters, leavers, IT IS changes, contractual changes, holiday calculations, and other pertinent information for payroll.
- Ensuring relevant systems are updated with resident admissions, resident discharges, and other changes to resident circumstance, such as weekly rate and care category changes.
- Proactively chase and be fully responsible for resident aged debtor and regularly liaise with Finance in this regard.
- Arranging payments of resident expenses, such as pharmacy, hairdressers, chirpodist, etc.
Skills, Knowledge and Expertise
- IT Skills, including MS Office Suite.
- Attention to detail.
- Highly organised.
- Ability to work well under pressure.
- Diligent and accurate.
- Adaptable and flexible.
- Integrity.
Benefits
- Competitive pay rates
- Online training
- Pension
- Mental Health & Wellbeing Package
- Staff Discounts
