Care Home Administrator

Luton, United Kingdom | Posted on 11/06/2026

New Way Recruitment is working with a well-established, high-performing residential care provider to recruit an experienced Administrator for one of its residential care homes.

This is a varied and responsible role, overseeing the home’s administrative and financial functions, including payroll preparation, staff attendance records, resident billing, invoices, Sage, Excel reporting, recruitment administration and records management.

Working closely with the Home Manager, accountant and external payroll provider, you will ensure the home’s office runs efficiently and that all financial, employee and resident information is accurate, organised and processed within the required timescales.

This is an excellent opportunity to join a stable, values-led care service with a strong leadership team.

Your organisation, financial awareness and attention to detail will directly support the smooth running of the home. You will take ownership of its day-to-day administrative function while building professional relationships with staff, residents, relatives, suppliers, commissioners and other external professionals.

• Manage the home’s day-to-day administrative functions, ensuring the office operates efficiently, professionally and in an organised manner
• Provide administrative support to the Home Manager and management team, including preparing correspondence, reports, spreadsheets and meeting documentation
• Collate, check and submit accurate payroll information within agreed deadlines
• Reconcile staff clocking and attendance records against rotas, identifying missing clockings, overtime, additional hours, sickness, annual leave and other adjustments
• Liaise with staff and managers to investigate and resolve payroll or attendance discrepancies
• Maintain accurate payroll records for new starters, leavers, contracted-hour changes, pay changes, absence and overtime
• Process and record supplier invoices, ensuring they are correctly authorised and submitted for payment
• Use Sage for bookkeeping and financial administration, including recording invoices, maintaining supplier information and producing reports
• Reconcile supplier statements and investigate missing invoices, outstanding balances and payment discrepancies
• Maintain accurate records relating to income, expenditure, receipts, purchases and petty cash, where applicable
• Manage resident billing administration, including agreed fees, invoices, payments and outstanding balances
• Maintain records of private, local authority, NHS, Continuing Healthcare, joint-funded and third-party funding arrangements
• Liaise professionally with families, representatives, commissioners and funding bodies regarding delayed or incorrect payments
• Maintain comprehensive Excel spreadsheets and trackers covering payroll, attendance, annual leave, sickness, resident fees, invoices, recruitment, training, admissions and discharges
• Work closely with the company accountant, providing accurate financial information, supporting documents and reconciliations
• Support recruitment administration, including arranging interviews, obtaining references, tracking DBS and pre-employment checks and preparing new-starter documentation
• Maintain accurate and confidential employee files and resident administrative records
• Support new admissions, discharges and changes to resident details, contracts and funding arrangements
• Maintain well-organised electronic and paper filing systems, ensuring documents can be retrieved promptly for audits, CQC inspections and commissioner visits
• Support the Home Manager with CQC and compliance administration, including collating evidence and responding to information requests
• Handle telephone calls, visitors,…