Administrator
Application Deadline: 9 June 2026
Department: Residential/Nursing Homes
Employment Type: Zero Hours
Location: Jersey - La Haule
Reporting To: Registered Manager
Description
La Haule Care 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, chiropodist, 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
- Mental Health & Wellbeing Package
- Staff Discounts
