Care Home Administrator
Gracewell of Bookham

Job Reference: 005859

Location: Gracewell of Bookham

Closing Date: 03/07/2020

Salary: £26,000 - £32,000 depending on experience

Employment Type: Full Time

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.)

About you

  • 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
  • Pension scheme
  • 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
  • Wellbeing programmes
  • Long service awards
  • Recognition programmes
  • Study support
  • Ongoing career development training

About us

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.


This position is now closed. We are no longer accepting applications for this position.