Role Purpose
The Finance & Administration Officer will provide accurate, efficient and confidential finance and administrative support across the organisation and its care home services.
The postholder will be responsible for maintaining accurate financial records, processing invoices and payments, supporting payroll and staff administration, monitoring purchasing and expenditure, maintaining company records and providing timely management information.
The role requires a high level of organisation, attention to detail and confidentiality, together with an understanding of the operational environment of residential and nursing care.
The postholder will work closely with senior management, registered managers, care home teams, suppliers, employees, residents and external professionals to ensure that financial and administrative processes are accurate, compliant and efficiently managed.
Key Responsibilities1. Finance Administration
- Process sales and purchase invoices accurately and within agreed timescales.
- Raise invoices for residents, local authorities, NHS-funded placements and other commissioners.
- Monitor outstanding invoices and support the credit-control process.
- Maintain accurate records of payments received and payments due.
- Process supplier invoices and ensure appropriate authorisation is obtained before payment.
- Reconcile supplier statements and investigate discrepancies.
- Assist with bank reconciliations and maintain accurate financial records.
- Maintain petty cash records and reconcile cash balances.
- Process expenses and staff reimbursement claims in accordance with company procedures.
- Assist with month-end finance procedures and reporting.
- Maintain accurate records for audit purposes.
- Identify unusual transactions, discrepancies or potential errors and escalate these promptly.
2. Resident Fees and Funding
- Maintain accurate records of resident fee arrangements.
- Monitor changes to funding arrangements, including self-funding, local authority and NHS-funded placements.
- Ensure changes to weekly fees, funding periods and discharge dates are accurately reflected in financial records.
- Liaise with care home managers and commissioners regarding outstanding financial information.
- Maintain records supporting resident invoices and statements.
- Follow up overdue resident accounts professionally and sensitively.
- Escalate significant or disputed debts to senior management.
3. Purchasing and Supplier Administration
- Process purchase orders and supplier invoices in accordance with company procedures.
- Maintain an up-to-date supplier database.
- Monitor recurring expenditure and supplier contracts.
- Check invoices against agreed prices, purchase orders and delivery information.
- Identify discrepancies, duplicate invoices or unexpected charges.
- Support management with supplier reviews and cost-control exercises.
- Maintain records of service contracts, renewal dates and supplier contact details.
4. Payroll and Staff Administration
- Provide administrative support for the monthly payroll process.
- Maintain accurate records of new starters, leavers, changes to pay, working hours and other payroll information.
- Liaise with managers regarding timesheets, overtime, sickness, annual leave and other payroll-related information.
- Ensure payroll information is submitted within agreed deadlines.
- Maintain confidential employee records.
- Support the administration of employment documentation and staff changes.
- Maintain records relating to statutory and mandatory training, DBS checks, right-to-work documentation and other employment compliance requirements where required.
- Escalate discrepancies or concerns relating to payroll or employee records to the appropriate manager.
5. General Administration
- Maintain organised electronic and paper-based records.
- Manage routine correspondence, emails and documentation.
- Prepare letters, reports, spreadsheets and management information as required.
- Maintain company and care-home administrative records.
- Support senior management with meetings, documentation and follow-up actions.
- Maintain filing systems and ensure documents can be retrieved promptly for audit, inspection or management purposes.
- Assist with preparation of documentation for CQC, local authority, NHS, financial and other regulatory requirements.
- Ensure confidential information is handled appropriately and securely.
6. Compliance and Governance
The postholder will contribute to the organisation's governance framework by ensuring that financial and administrative records are:
- Accurate and complete.
- Current and appropriately authorised.
- Easily accessible for audit and inspection.
- Maintained in accordance with company policies and procedures.
- Handled in accordance with confidentiality and data-protection requirements.
The postholder will promptly report any suspected financial irregularity, fraud, inappropriate expenditure, data breach or significant administrative error to senior management.
7. Management Information
- Produce regular finance and administrative reports as requested.
- Assist with monitoring income, expenditure, outstanding debts and supplier balances.
- Support management with budget monitoring.
- Highlight significant variances or unusual expenditure.
- Assist with preparation of financial information for management meetings.
- Maintain accurate spreadsheets and databases.
Key Competencies
The successful candidate should demonstrate:
- Strong numerical and financial administration skills.
- Excellent attention to detail.
- Good knowledge of Microsoft Excel and Microsoft Office.
- Ability to maintain accurate records.
- Ability to work with confidential and sensitive information.
- Strong organisational and time-management skills.
- Ability to prioritise competing deadlines.
- Good written and verbal communication skills.
- Ability to identify errors and discrepancies.
- Ability to work independently while also contributing effectively to a wider team.
- Professional and courteous communication with residents, families, staff, suppliers and external organisations.
- Good problem-solving skills.
- A strong understanding of the importance of financial controls and authorisation procedures.
ExperienceEssential
- Previous experience in finance, accounts or administration.
- Experience processing invoices and maintaining financial records.
- Good working knowledge of Microsoft Excel.
- Experience working with confidential information.
- Experience working to deadlines and maintaining accurate records.
Desirable
- Experience within health or social care.
- Experience with payroll administration.
- Experience with accounting software such as Sage, Xero or equivalent.
- Experience with resident billing or local authority/NHS funding.
- Experience working within a regulated environment.
- AAT qualification or equivalent finance/accounting experience.
Personal Attributes
The postholder should be:
- Reliable and trustworthy.
- Highly organised.
- Detail-oriented.
- Proactive rather than reactive.
- Discreet and professional.
- Confident in identifying and challenging discrepancies appropriately.
- Able to maintain confidentiality.
- Comfortable working with senior management and operational teams.
- Flexible and willing to support the wider organisation when required.
- Committed to the values and standards of Professional Care.
Confidentiality
The Finance & Administration Officer will have access to confidential financial, employee, resident and business information.
The postholder must maintain strict confidentiality and comply with all relevant company policies, data-protection requirements and information-governance procedures.
Financial Controls
The postholder must operate within the organisation's financial-control framework and must not authorise, approve or process transactions outside their delegated authority.
Any suspected fraud, financial irregularity, conflict of interest, duplicate payment or unexplained transaction must be reported immediately to senior management.
Performance Measures
Performance will be assessed against:
- Accuracy of financial records.
- Timely processing of invoices and payments.
- Accuracy and timeliness of resident billing.
- Timely completion of payroll administration.
- Accuracy of reconciliations.
- Management of outstanding debts.
- Quality and organisation of administrative records.
- Compliance with company procedures.
- Responsiveness to managers and operational teams.
- Ability to identify and resolve discrepancies.
- Contribution to effective financial control and cost management.
Working Relationships
The Finance & Administration Officer will work closely with:
- Company Directors.
- Registered Managers.
- Finance/Accounts team.
- Care home managers and administrative staff.
- HR and payroll providers.
- Employees.
- Residents and their representatives where appropriate.
- Local authorities.
- NHS/ICB representatives.
- Suppliers and contractors.
- External accountants, auditors and professional advisers.
Overall Responsibility
The Finance & Administration Officer is expected to support the organisation in maintaining accurate finances, effective administrative systems, strong financial controls and reliable management information, while recognising the particular confidentiality, regulatory and operational requirements of a care-home environment.
Pay: ₹10,946.57 - ₹41,371.89 per month
Benefits:
Work Location: Remote
