Business Administrator

Aurem Care Shared Services Limited

Are you looking for a rewarding opportunity to make a positive impact in your local community?

Do you have strong organisational skills and a passion for supporting others?

Can you work effectively in a care home environment, assisting with day-to-day administrative duties to help ensure smooth operations for residents and staff?

What does the job role involve?

The Business Administrator role forms part of the wider leadership team for the Home which also includes: Home Manager, Deputy Manager or Clinical Lead, Head Chef, Head Housekeeper and Maintenance. The role is fundamental to the smooth operation of the Home and is key in ensuring process and policies are adhered to for Finance, Quality and HR purposes.

The role includes but is not limited to:

Financial

Accountable for the administration of key financial processes in the home, in accordance with company policy and procedures, as outlined below:

• Ensure the accurate and timely completion of the resident admission and discharge process prior to a resident entering or leaving the home. This will incorporate the collation of the signed self-pay contract; obtaining Social Services / CCG purchase orders; collection of deposit and administration fees as applicable
• Submission of accurate invoicing / funding information to the Finance Team in order to raise invoices/credits in a timely and accurate manner
• Liaison with Social Services / CCG / and other funders to ensure that the correct funding is in place prior to the admission of the resident , where applicable
• Liaise with the Finance Operations team, Residents and Next-of-Kin where necessary to assist with the collections of overdue resident fees

Payroll:

• Ensuring the accurate and timely completion of the starters, leavers and amendments process for all employees in the home, including the maintenance of personal data for employees
• Management of home level pay rates in accordance with policy and procedure
• Daily reconciliation of hours recorded via the time and attendance system to the home level rota, including exception management and query resolution. Weekly submission of approved hours to the payroll team
• Purchasing responsibilities include ordering goods and services, receipting deliveries, and approval of invoices for payment
• Accountable for petty cash and Resident’s personal money including maintenance of accurate records and receipts; deposit and withdrawal of funds from the bank; monthly auditing of records; and safekeeping of funds
• To provide accurate and timely Management Information that is required by the Finance Team for the production of monthly accounts, and weekly statistical reporting.

HR and Recruitment:

Accountable for the administration of key HR and recruitment processes in the home, in accordance with company policy and procedures, as outlined below:

• Ensure efficient recruitment through planning candidate interviews with the Home Manager and following up on all post offer processes using a recruitment pipeline tracker
• Understand the key legislative and regulatory requirements for working in a care setting
• Maintain accurate and up to date HR files for all employees, ensuring regular checks are in place for DBS/PVG numbers, nursing PIN numbers and any other updates as required by regulation
• Take responsibility for any actions arising from audits completed by support teams such as HR, Operations or Quality, including time driven deadlines for reports
• Ensure the training compliance is accurate and updated on a weekly basis; arranging both e-learning and face to face training with the company provider for all employees
• Using a HR, ATS and other systems in place to complete processes

General Administration:

To provide administrative, clerical and other support as may be requested from time to time by the Home Manager and the management team of the Home. To include, but not limited to:

• Meet, greet and welcome all visitors to the Home
• Provide a professional approach on the phone and in person with all enquirers to the Home, the families of residents, residents and staff alike
• Manage all financial and HR enquiries in a timely manner, ensuring internal reporting deadlines are met
• Ensure that all resident sales enquiries are appropriately handled, logged and communicated to the Home Manager
• Provide support to the manager by maintaining a list of ongoing customer contacts and monitoring & formally recording all enquiry follow-up calls and solutions
• Ensure all communication notice boards are up to date, display accurate information and are tidy and professional at all times
• Maintain confidentiality around all matters relating to residents and staff
• Maintaining accurate resident and colleague records including next of kin and emergency contact details
• Any other ad hoc duties

What makes a successful candidate:

• Must have previous experience and in a similar setting
• Strong organisational and communication skills
• Attention to Detail and handles sensitive information with care and professionally.
• Can think on their feet and resolve issues calmly and efficiently.
• Understands the needs of vulnerable residents and supports staff
• Familiar with systems like Microsoft Office, care management software, payroll, HR and ATS systems
• Aware of CQC standards, health and safety, and GDPR requirements.
• Able to prioritise a busy workload in a dynamic environment.
• Able to work well as part of a team and independently

What can we offer you in return for your hardwork and commitment?

• Full time contract
• 40 hours per week
• Pay rate: £14 per hour
• 28 Days Annual Leave including bank holidays (pro rata for part time contracts)
• Life insurance
• Free DBS (T&C’s apply)
• Free or discounted meals
• Free parking
• Company pension
• Wagestream – Same-day pay
• Our employee assist programme – healthcare and mental health support
• Free in house training via our elearning platform, your Hippo, in addition to our fully funded apprenticeship courses.
• Yearly salary review
• Being part of an organisation where empowering and valuing our people is fundamental to everything we do

Please note: We do not offer sponsorship

Why join us?

Aurem Care have been awarded for the prestigious ‘Top 20 Care Home Group’ accolade by carehome.co.uk, celebrating our commitment to excellence in care across the UK.

Our homes are all about people caring about people, we believe our care homes should be happy homes for loved ones.

Our team play an important role in our homes, to ensure that our values are lived and embraced every day.

Diversity, Integrity, Fun, Committed and Connecting

If these are values that resonate with you and you’re looking for a rewarding job in making a real difference to the lives of our amazing residents, then we want to hear from you now!