Home Care Administrator

Key Responsibilities

• Provide day-to-day administrative support to the Home Care 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.

• 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.

Benefits

• In-house training 
• Pension 
• Health Care Scheme
• Progression 
• Flexible working