Job Description

Home Care Administrator

Department: CI Home Care

Employment Type: Full Time

Location: Jersey - Home Care

Reporting To: Registered Manager

Key Responsibilities

• Provide day-to-day administrative support to the Home Care Manager and wider team.
• Maintain accurate and confidential client and staff records in line with data protection standards.
• Handle telephone and email enquiries professionally, ensuring timely responses.
• Prepare documentation, reports, and correspondence as required.
• Support with filing, scanning, distributing communications, and maintaining office systems.
• Assist in coordinating meetings, training sessions, and staff communications.

• Create and maintain weekly staff rotas to ensure adequate coverage across all client visits.
• Adjust schedules promptly in response to staff sickness, leave, or emergency changes.
• Liaise with care staff, clients, and families to ensure rotas are clear, accurate, and communicated effectively.
• Monitor compliance with working hours, rest breaks, and organisational policies.
• Use rostering software or systems to track shifts, availability, and service delivery.

• Assist with processing timesheets, mileage claims, and staff payroll information.
• Support invoice preparation, billing, and reconciliation of client accounts as required.
• Ensure financial records are accurate and compliant with internal procedures.
• Handle petty cash, purchasing orders, and supplier payments where necessary.
• Provide administrative support for budget monitoring and financial reporting.
• Support the Finance Department in the preparation of payroll, and make certain that any errors are rectified at the weekly timesheet reporting stage to ensure an efficient monthly payroll process.
• Assist the Finance Team in any annual increases and ad-hoc adjustments relating to resident and client fees and staff salaries.
• Work in accordance with the Finance and Home Administrator Task List, keeping in line with set deadlines.

Skills, Knowledge and Expertise

• IT Skills, including MS Office, attention to detail, organisational skills.
• Ability to work well under pressure.
• Ability to demonstrate a high level of communication skills, written and verbal.
• Knowledge of working with financial systems/environment.
• Practical knowledge of maintaining records according to confidentiality and data protection procedures.
• Willingness to take appropriate training as required.
• Proficiency in information technology skills, including knowledge of Microsoft Office Packages, Sharepoint, accountancy and payroll software, and other role-critical systems.
• Numerical and written skills, with the ability to work accurately whilst under pressure to tight deadlines.
• Good attention to detail with the ability to problem solve, prioritise, delegate, and process work with accuracy in a timely manner.
• Ability to work with sensitive and confidential information.

Benefits

• In-house training
• Pension
• Health Care Scheme
• Progression
• Flexible working