About Elm Lodge
Elm Lodge is a residential care home committed to delivering safe, effective, caring, responsive, and well-led services in line with CQC Fundamental Standards. We pride ourselves on strong governance, transparent leadership, and a culture of continuous improvement.
We are looking for a highly organised and compliance-focused Care Home Administrator to support the Home Manager in maintaining high regulatory standards and operational excellence.
Purpose of the Post
To provide administrative support within the Care Home to ensure the smooth and effective running of the service.
Under the direction of the local Care Home Manager and nursing/senior care staff, to liaise with residents, families, and external bodies to contribute to the smooth day-to-day operation of the home.
In conjunction with the Care Home Manager, Deputy Manager, and Responsible Individual — and in their absence — to be responsible for the general administration of the Care Home.
Knowledge and Abilities
Demonstrate an understanding of client groups and their representatives within a Care Home setting, particularly in relation to administrative matters.
The post-holder will have knowledge and experience in the following areas:
* Numeracy and literacy skills
* General office administration procedures, including maintaining records, word processing, filing, photocopying, logging telephone calls, and managing incoming and outgoing mail
* Use of Excel for rota management, internal systems for processing annual leave, and collating statistical reports for management use
* Ability to establish and maintain positive working relationships with residents, staff, and external professionals via telephone, email, written correspondence, and face-to-face communication
* Assisting the Care Home Manager in delivering high-quality administrative services
* Working alongside the Deputy Manager and senior staff, in the absence of the Manager, to support the maintenance of safe staffing levels
* Maintaining confidentiality at all times
A willingness to attend training courses or seminars to remain up to date with developments relevant to the role is required.
Managing Others
The post-holder must be approachable to staff, residents, and families regarding concerns. Some information may need to be checked with the Care Home Manager before being shared.
Working with Others
The post-holder is expected to work as part of a oak tree care group and demonstrate the ability to work independently using their own initiative.
The role requires effective collaboration with a range of professionals and teams, under the direction of the Home Manager.
Excellent verbal and written communication skills are essential to ensure effective service delivery.
The post-holder will be expected to:
* Undertake administrative tasks that support inter-agency working for the benefit of residents and the service
* Give, receive, and communicate information effectively to staff, residents, and families
* Communicate with Care Home staff through daily interaction and staff meetings
* Maintain effective and accessible administration systems, including rota management and staffing cover
* Undertake any administrative tasks that promote the smooth operation of the Care Home as directed by management
* Liaise with relevant departments regarding maintenance issues, in line with management instruction
Problem Solving / Decision Making / Innovation
Assist with the implementation of care programmes to support the effective running of the home.
Take reports from nursing and care staff and escalate concerns to the Home Manager where appropriate.
Work within defined internal and external frameworks and use initiative to resolve administrative issues.
Adopt a flexible approach to problem solving.
Demonstrate understanding and experience of team working within the organisation.
Use of Technology / Practical Skills
Knowledge, understanding, and practical experience of IT systems are required.
Assist senior management with the compilation of statistical information using relevant IT packages.
Input and maintain information within computerised databases.
Demonstrate willingness to develop knowledge and skills in line with current technology used in Care Homes.
Budgets and Cash Handling
In conjunction with the Care Home Manager, assist with and support the following:
* Maintaining accurate financial records and issuing receipts for transactions
* Supporting resident fee invoicing in accordance with company procedures
* Assisting with the administration of the Comfort Fund and maintaining petty cash systems
* Ordering stationery and supplies while adhering to budgetary requirements
Unsocial Conditions / Special Circumstances
A flexible approach to the role is required, which may include occasional evening and weekend working for emergency situations or Care Home events.
Corporate Objectives
Promote excellent customer service for internal and external stakeholders, ensuring a positive experience.
Apply Health and Safety practices within daily work, sharing responsibility for Health and Safety across the organisation.
Comply with the organisation's Risk Management Strategy by identifying and mitigating risks.
Apply Equality and Diversity practices in line with organisational policies.
Comply with Standing Orders and organisational policies and procedures, raising any gaps with management.
Important:
Applicants must have the right to work in the UK. We are unable to offer visa sponsorship for this role.
If you are organised, reliable, and want to be part of a supportive care team, we would love to hear from you.
Job Types: Full-time, Part-time, Permanent
Pay: £22,222.22 per year
Expected hours: 35 per week
Benefits:
* Company pension
* Flexitime
* Free parking
* On-site parking
* Referral programme
* Sick pay
Ability to commute/relocate:
* Chesterfield S41 8SJ: reliably commute or plan to relocate before starting work (required)
Experience:
* Administrative Assistants: 2 years (required)
Work Location: In person