Administrator (afternoon shifts)

We are looking for an enthusiastic and dedicated Administrator to join Preston Glades Care Home. As the first point of contact for prospective residents, families, suppliers, and health care professionals, you will play a vital role in welcoming people into our shared community, and representing Each Other Care with a warm, professional, and welcoming first impression of our home. As a key member of the home management team, you'll contribute to the smooth and efficient running of the home by managing rota systems and enquiries, maintaining resident and team member records, working closely with members of the finance and wider operations team. The role suits a people person who thrives in a busy, 'front-of-house' role, with attention to detail, and commitment to our values will help ensure that everyone who engages with the home feels supported and confident in the care we provide.

About Each Other Care

Preston Glades is proudly part of Each Other Care group, a family-owned, values-led care provider that owns and manages a community of homes across Lancashire, South Yorkshire, Essex, and Scotland (Cumbernauld and Forfar). Our company is run on simple but powerful purpose: to care for people in a way that contributes to a meaningful life. We provide quality nursing, dementia and residential care tailored to both elderly residents and younger adults.

What is different about Each Other Care

Everything we do is grounded in our values: creating relationships, being authentic, positive and light-hearted and there for each other. Whether you live or work with us, you'll find a supportive, purpose-driven community where everyone is encouraged to thrive; living our values in everything we do and guiding the way we work together to support residents, loved ones, our team and health professionals. We are passionate about continuously improving the quality of care and proactively encourage all team members to contribute to shaping of our company. We have also invested significantly in systems and process that can automate task and free up time for activities that makes a difference to the life of our residents.

We take great pride in all team members feel valued and integrated into the homes they support and actively encourage all our team members to shape how we continue to improve the care experience for our residents. To support you in settling and thriving in your role and our home we offer:

• Personalised Onboarding:  You will be onboarded with paid shadow shifts and the guidance of an in-house Buddy, ensuring you feel welcomed and part of our close-knit community from day one. We believe in fostering a sense of belonging, so you'll have all the support you need to thrive in your role.
• Training:  You'll have access to all the training required for your role as a standard benefit. We ensure you receive comprehensive training to excel in your position, with a strong focus on your professional growth and development. Your success is our priority.
• Guidance and development: You will benefit from quarterly guidance and development conversations with the home management team, to support your personal and professional development.
• Ongoing Support: You will have ongoing support in the form of Bitesize workshops with the people and Culture team that will provide you guidance and updates on any changes within the company and your home.

ABOUT THE ROLE

As the administrator you are responsible for ensuring the first impression of the home is positive and welcoming. You will be responsible for administration of system and processes that are essential to ensuring the smooth operation of our home including responding and managing new resident enquiries, rota planning, procurement requests, resident records, training compliance, financial documentation such as payrolls and holidays. You will work closely with the Home Manager and wider care team, supporting both the administrative and compliance functions of the home. This role requires good interpersonal skills, excellent attention to detail, good grasp of technology, and a compassionate approach to supporting team members and residents. Training in all the systems we use will be provided.

KEY RESPONSIBILITIES

Workforce and Rota Planning

• Administrate team members rota and annual leave, authorising team members' timesheets and annual leave requests daily via our platform, Connecteam.
• Record all staff absences accurately and ensure staff information is up to date.
• Monitor upcoming open shifts, liaising with team members via phone or Connecteam chat to arrange cover and where necessary requesting agency cover with our internal agency manager or authorised external agencies.
• Ensure all agency profiles include relevant training for their assigned role.
• Monitor needs for recruitment based on agency use and occupancy, liaise with the home manager and recruitment team for advertising of vacancies.

Resident Enquiries, Records, and Admissions

• Responding to new enquiries – walk ins and phone – with a friendly and compassionate attitude, recognising that this stage of an elderly person's life can be emotional for both residents and relatives
• Record and update new enquiries by in our resident record system (FOUND), proactively updating details, including POA, contracts, discharges, and changes to fees or rooms and ensuring all residents information is complete with up-to-date funding and fee details, uploading relevant resident documentation (e.g. contracts, admissions, fee-related letters) to Found or SharePoint.
• Maintain a friendly and welcoming environment in the reception area, making all visitors to the home feel welcome and supported.

Training and Development

• Set new joiners up in our online systems and forward login credentials once received. Remove leavers at the end of their last day.
• Track team members training progress and support management on achieving completion rates under 85%.
• Coordinate practical training sessions aligned to expiry dates for practical training (e.g. Moving & Handling, First Aid), ensuring no clashes with planned resident activities, liaising with People & Culture and using preferred training providers.
• Upload training certificates to team member files on SharePoint.

Financial, Office, and Assets Administration

• Upload supplier invoices for processing by finance team in a timely manner to ensure prompt and accurate payment.
• Assist with basic financial records and administrative tasks related to procurement including, completing procurement requests and tracking progress as required.
• Manage office supplies and maintain well-organised digital and physical filing systems.
• Manage the system for logging physical assets, reporting needs for repairs or replacements to finance and home manager.
• Maintain accurate records of resident's personal allowances in line with company process.

Documentation and Compliance

• Maintain SharePoint with up-to-date team member files, audit logs, maintenance certificates, contracts and agency profiles.
• Work closely with finance to ensure all contracts e.g. for suppliers and utility providers are reviewed regularly for suitability and price comparisons.
• Support the preparation of audits, inspections, and compliance documentation.
• Uphold strict data protection and confidentiality procedures across all platforms and records.

REQUIREMENTS OF THE ROLE

Qualifications & Experience

• Proven experience in an administrative role, preferably in a care or healthcare environment.
• Experience of systems used in care setting such as rota planning, training platforms (specific systems training will be provided) and strong IT and data processing skills, including Microsoft Office (Excel, Outlook, Word).
• Understanding of GDPR and maintaining confidentiality of sensitive information.

Skills and Knowledge

• Excellent organisational and multitasking abilities.
• Confident communicator with strong written and verbal skills.
• Organised with ability to prioritise workload and adapt to changing needs of the home.
• Familiarity with compliance reporting from care setting or other regulated area

Values and Behaviours

• Positive, light-hearted people person with a compassionate, respectful, and supportive attitude toward residents and staff.
• High level of professionalism, confidentiality, and attention to detail.
• Flexible, proactive, and team-oriented mindset with a willingness support other team members as required
• Willingness to use a range of systems and software applications
• Committed to continuous learning and improvement in administrative practice.

Other

• Right to work in the UK.
• Willingness to undergo an enhanced DBS/PGV check.
• Availability to support the home during occasional out-of-hours requirements or events.

If you are passionate about making a difference to the lives of elderly residents, we would love to hear from you.

Job Type: Permanent

Pay: £12.50 per hour

Application question(s):

• Do you currently have or require a visa sponsorship?

Experience:

• admin: 1 year (preferred)
• care home: 1 year (preferred)

Work Location: In person