Care Home Administrator

About Us...

Advinia has been providing high quality, person‑centred care, specialised for older people and focusing on resident wellbeing for over 25 years. We operate 36 Care Homes across the UK and each is led by a team of experienced and dedicated care professionals who are committed to always prioritising the individual needs of residents.

Our B Happie theme guides everything we do, aiming to create an environment where residents and staff feel valued, respected and happy. We promote three key pillars which keep our residents feeling connected, relaxed and safe. For staff, we help to make them feel fulfilled, recognised and have purpose.

• Maintain accurate and complete financial records of the home in line with Company Policies and Procedures, using both computer and manual systems as required.
• Prepare and issue regular reports within prescribed timescales.
• Process receipts of monies against resident’s accounts and maintain accurate records.
• Prepare and submit relevant resident’s financial information to the Finance Department to ensure that invoices are produced accurately and promptly.
• Ensure continuity of payroll.
• Maintain staff attendance records and ensure rotas accurately reflect hours worked.
• Maintain complete files for both residents and staff in line with Advinia’s policies and procedures.
• Provide administration and secretarial support to the Home Manager e.g., typing, filing, dealing within correspondence etc. in line with prescribed timescales.
• Operate and maintain office equipment such as the fax, photocopier and computers calling in external assistance where required.
• Answer the telephone, respond to queries from residents and visitors and to re‑direct enquiries in a friendly and efficient manner.
• Maintain stationary stocks, including forms that are used on a regular basis.
• Where required, order and maintain records of staff uniform and badges.
• Follow processes, and flow charts, as provided by Head Office and ensuring timely communication in respect of invoices.
• Ensure that Caresys/Resource link is fully optimised to ensure that all relevant information is captured, including (but not exclusive to) new enquiries, new starters, resident move in and out and fee changes.
• Prepare for new move‑ins ensuring that the relevant people are advised of any preparations required.
• In the absence of a receptionist in the home the following duties will be required – meet and greet visitors, answer, and transfer calls, keep the reception area tidy and carry out general reception duties; be responsible for general HR duties; control the end‑to‑end progress of the recruitment process; onboard new colleagues, obtain right to work and references according to Safer Recruitment Policy, create their candidate files, and apply for DBS/PVG checks.

• Confident, outward‑going personality with a sales orientated approach to assist the viewing process.
• Microsoft Word, Excel and PowerPoint literate.
• Excellent written and verbal communication skills.
• Highly organised.
• Ability to manage own time, prioritise work appropriately and work on their own initiative to drive referrals and improve occupancy.
• Professional appearance.
• Able to work to tight deadlines.
• Attention to detail.

• Free DBS/PVG check.
• Competitive pay rates.
• Flexible pay through Wagestream.
• Employment Assistant programme, including face‑to‑face counselling.
• Paid Family Leave.
• Professional training and ongoing career progression.