About the home
Barlavington Manor is a family owned care home set in the beautiful West Sussex countryside in Petworth, surrounded by stunning, fully secure landscaped gardens. We offer residential care, specialist dementia care, and assisted living in our private bungalows.
Our Manager, Lisa Whitton, has been with us for 24 years and leads a team of staff who are incredibly passionate about caring for our residents. Our mission is to provide exceptional, person-centred care in a home where residents feel safe, loved and truly at home, and where families and loved ones feel confident, informed and genuinely welcomed as partners in care.
The role
We are looking for an Administrator to take responsibility for the day to day administration of the home. This is a varied role, where you will be the first point of contact for telephone enquiries and visitors, you will manage staff records, training and compliance paperwork, and you will support the Registered Manager with resident billing, recruitment administration and general office work.
This is a hands on, standalone administration post. You will need to be well organised, able to prioritise your own workload, and comfortable working with confidential information.
Main responsibilities
Resident administration
- Issue resident fee invoices on the last working day of each month and maintain standing order mandates
- Collate resident sundries each month and issue them with the fees
- Check that every resident file holds a signed contract and that records are current
- Answer telephone enquiries, take messages and pass them to the right person
- Respond to new care enquiries, take initial details and book visits for the Registered Manager or a deputy to host
Staff administration and compliance
- Carry out right to work checks on every new starter before employment begins, using the Home Office online service or original documents as appropriate, and retain a dated record of the check
- Complete DBS checks for all new staff before they start, maintain the DBS matrix and record all expiry dates on the online calendar
- Create staff files for new starters, confirm that references, DBS and application forms are in place, and notify payroll
- Add new staff to BrightHR and keep staff records on the system up to date
- Deliver new starter inductions and make sure new employees have uniform, name badges and everything else they require
- Maintain the staff training matrix, monitor training that is due or overdue and prompt staff accordingly
- Arrange additional and in house training such as Moving and Handling
- Record staff sickness, and flag any employee reaching three or more occasions so that our HR advisers can be notified
- Maintain sponsored worker records, checking that documents remain in date, that address history and next of kin details are current, and that every new starter holding a visa is logged on the sponsorship spreadsheet
- Record annual leave and sickness for sponsored staff on the Sponsorship Management System, and flag any change that needs reporting
Payroll and reporting
- Collate staff hours into timesheets and complete the monthly payroll spreadsheet for our payroll provider
- Circulate weekly occupancy information to the Directos
General office and communications
- Produce the monthly newsletter using our template, gathering content from the activities team and the Registered Manager
- Print the daily newsletter and the weekly menus
- Order stationery and maintenance supplies as requested by the maintenance team
- Take minutes at meetings when required
- Carry out other reasonable duties requested by the Registered Manager or the Directors
About you
Essential
- Proven administrative experience in a busy office, ideally in care, healthcare, education or another regulated setting
- Confident with Microsoft Office, particularly Word, Excel and Outlook
- Accurate record keeping and a methodical approach to deadlines and expiry dates
- A professional and warm telephone manner, and the confidence to welcome visitors to the home
- Discretion in handling confidential resident and staff information, and an understanding of data protection
- Able to work independently, manage competing priorities and use your own initiative
- Due to the rural location of the home, which is not served by regular public transport, you must have your own car and a full UK driving licence
Desirable
- Experience of care home/medical/educational setting administration
- Experience of HR systems such as BrightHR, DBS applications or training matrices
- Experience of right to work checks or of maintaining sponsored worker records
- Experience of invoicing or basic bookkeeping
What we offer
- £28,000 to £30,000 per year, depending on experience
- 28 days annual leave per year, including the eight bank holidays
- Free on site parking
- Workplace pension
- Ongoing training and development
- A friendly, long established team in a beautiful rural setting
Additional information
The successful candidate will be required to provide two satisfactory references and to complete an enhanced DBS check with the adult barred list.
How to apply
Please apply through Indeed with your CV and a short covering note explaining your relevant experience. Suitable candidates will be invited to visit the home for an interview with the Registered Manager.
Pay: £28,000.00-£30,000.00 per year
Benefits:
- Discounted or free food
- Free parking
- On-site parking
Application question(s):
- Have you been the first point of contact for telephone enquiries from members of the public in a previous role?
- Do you have experience collating staff hours or preparing payroll information for an external payroll provider?
- Do you have experience raising customer or client invoices?
- Do you have experience in recruitment compliance administration, such as right to work checks, DBS applications, references and staff file records?
Work Location: In person
