Business Administrator
Job specification
24 August 2026
Company: TIFA Life Ltd
Reports to: Chief Executive Officer
Hours: Full time, 37.5 hours a week
Base: Swansea office, with some flexibility by agreement
Purpose of the role
TIFA Life provides supported accommodation for young people aged 16 and over across South Wales. Two cycles have to run every week without fail for the service to work. The money cycle: invoicing every placement correctly and on time, paying staff exactly what they worked, keeping the books current. The people cycle: advertising, vetting and onboarding new staff, and keeping every worker compliant from their first shift onwards. The Business Administrator owns both, end to end. The standard is accuracy: money right to the penny, compliance evidenced to the document.
Key responsibilities
1. Recruitment admin
- Place and manage job ads and keep the applicant pipeline moving in our recruitment system: acknowledge applications, shortlist to the hiring manager, book interviews, send outcomes the same week.
- Prepare offers and get new starters ready for day one: contract issued, starter forms back, system accounts set up, induction booked.
2. Staff vetting and compliance
- Run safer recruitment checks on every new starter: DBS, right to work, two references chased until they arrive, and gaps in employment history explained and recorded.
- Own the staff compliance record. Every member of staff has DBS, right to work, references and training evidence filed, in date and ready for inspection. Chase renewals ahead of expiry. Nothing lapses.
- Hold agency workers to the same bar: profile, vetting and training evidence from the agency on file before a first shift.
3. Invoicing and credit control
- Raise placement invoices to each Local Authority on its cycle, at the agreed rate, with the right reference and purchase order on every invoice.
- Keep one live record of every placement against every invoice raised, so nothing goes unbilled and nothing is billed twice.
- Run credit control: statements out, overdue invoices chased, remittances allocated. Report weekly on what is owed and what is stuck.
4. Payroll
- Prepare the weekly pay file for our payroll provider: every line tied to clocked time and the rota, checked per person per day, rates checked against the rate card.
- Reconcile the payroll provider's invoice against that file before it is paid.
- Process mileage and expenses with evidence behind every claim.
5. Bookkeeping
- Keep Xero current: supplier bills entered and coded, bank reconciled weekly, queries cleared as they arise.
- Match agency and supplier invoices to a purchase order and to the work actually delivered before approval.
- Support our external accountant at month end and year end: files ready, questions answered fast.
How the role works with the team
The role reports to the Chief Executive and sits alongside a small leadership team. Hiring managers decide who joins; this role runs the process around them and holds the evidence. Our external accountant prepares the accounts; this role keeps the day-to-day books they work from. Pay rates, new terms and anything off pattern go to the Chief Executive for a decision, with the numbers already checked.
What you'll need
Essential
- Xero, used day to day in a previous role: raising invoices, entering bills, reconciling the bank.
- Strong Excel: lookups, pivot tables, and the patience to reconcile two lists that disagree.
- Organised and persistent. Comfortable chasing a reference or an overdue invoice for the third time without letting it drop.
- Accurate with money and careful with personal data.
Desirable
- Payroll experience, preparing or running one.
- Experience of DBS checks, right to work or safer recruitment.
- Experience in care, supported accommodation or another safeguarding-led sector.
Terms
- Full time, permanent, based at our Swansea office with some flexibility by agreement.
- Salary £26,500 to £29,000 depending on experience.
- Workplace pension and 25 days' annual leave plus bank holidays.
- The role needs a DBS check and full references.
TIFA Life is committed to safeguarding and promoting the welfare of young people, and every appointment runs through our safer recruitment process.
Pay: £25,420.00-£28,500.00 per year
Benefits:
Work Location: In person
