Job Title: Care Home Administrator Hours per Week: 37.5 Reporting to: Care Home Manager Salary: £29,717.42 (FTE) Contract Type: 6-month fixed term DBS disclosure: Enhanced Location: Blackheath Job Description About us We’re Morden College: an almshouse charity with a proud history of providing homes, support, and care for older people in south-east London for over 300 years. Today, we’re building on that legacy with a clear and ambitious strategy focused on enabling our residents to live as independently, safely, and meaningfully as possible. We aim to create thriving communities where every person feels known, valued, and supported. We provide almshouse accommodation and care services to over 250 older people across two sites in Blackheath and Beckenham, including our care home. Our vibrant and diverse resident community enjoys a wide range of events and activities, and each site offers welcoming spaces for socialising, including bars and Café 19 at the award-winning John Morden Centre. At the heart of everything we do is a commitment to dignity, purpose, and inclusion. We actively combat loneliness, challenge ageism, and promote healthy ageing. As part of the Morden College team, you’ll help foster social connection and contribute to a community where both residents and staff can thrive. We embrace equity, diversity, and technology to deliver sustainable, high-quality services that make a lasting difference. About the role You will provide proficient administrative support to the Care Home Manager. You will work in a cooperative way together to ensure that the workload is shared equally, whilst having individual responsibility for actions and activities specific to your area of work. You will work interchangeably to ensure that you have a comprehensive knowledge of the administrative, financial systems and processes in Cullum Welch Court. Main Responsibilities Implement effective communication tools that ensure timely and accurate communication between Cullum Welch Court, residents, families, other staff, and volunteers. Encourage and engage in harmonious and respectful working with other departments and internal stakeholders, enabling a holistic and efficient service is provided to beneficiaries. Operate the Residents Personal Monies system, petty cash account and amenity funds, including managing the receipt of monies and maintaining accurate records and reconciliations at all times. Liaise and build relationships with relatives, residents, professional service providers and other visitors. Supervise, train, support and develop the Administrative Team in their role to facilitate acting up in the absence of the Administrator. Greet and show courtesy and respect to potential residents and relatives and always retain confidentiality. Answer telephone calls professionally and direct queries appropriately. Maintain a welcoming and organised reception area and handle incoming and outgoing mail. Promote a positive and professional image when interacting with residents, relatives, team members and external bodies. Ensure all documentation is stored securely and in line with GDPR. Support the home in maintaining compliance with CQC standards and internal audits. Assist with preparing evidence for inspections and quality reviews Ensure all prospective client enquiries to the home are handled in an effective and timely manner to assist in high conversion levels. Ensure all company procedures are adhered to with regards to the client admission process: Residents Admission Agreements, CCG or Local Authority Contracts are in place prior to admission. Ensure all client files and accounts are prepared, issued, updated and maintained in line with the company policy and regulatory and statutory requirements. Promote timely payment of client accounts and be proactive in the follow up of outstanding debt to the company in line with the credit control policy. Ensure through the Administrative team that offer letters and employee contracts are signed by the Care Home Manager and copies are kept on file until the originals are returned. Comply with all stages of the company purchase ordering process, using the company documentation and suppliers as required and ensuring that the update of the purchase module is timely and appropriate. Review expenditure against budget lines and highlight any variances to Care Home Manager. Support the management team with scheduling meetings, taking minutes, and distributing information. Confidentiality is to be paramount at all times. Meet with the Care Home Manager at least weekly to discuss all financial and administration areas and inform the Care Home Manager fully of any issues. Additional requirements as needed: - Out of hours working for meetings and prospective client viewings or meetings and training courses as and when required. Skills, Qualifications and Experience Previous extensive experience in a similar role within a care home environment. GCSE Maths and English Grade C or equivalent. Advanced knowledge of Microsoft package particularly Word, Excel and Outlook. Business Administration or Customer Care Qualification – C&G or NVQ Level 3 or above (desirable). This job description is not meant to be exhaustive and will be reviewed and amended as necessary to meet the changing needs of the organisation. It will also be used as the basis for determination of objectives and the contents will be used as part of the appraisal process.