Office Manager – Residential Care Home Location: Luton Salary: £40,000–£44,000 DOE Hours: Full-time Contract: Permanent New Way Recruitment is working with a well-established, high-performing residential care provider to recruit an experienced Office Manager for one of its residential care homes. This is a varied and responsible role, overseeing the home’s administrative and financial functions, including payroll preparation, staff attendance records, resident billing, invoices, Sage, Excel reporting, recruitment administration and records management. Working closely with the Home Manager, accountant and external payroll provider, you will ensure the home’s office runs efficiently and that all financial, employee and resident information is accurate, organised and processed within the required timescales. The Opportunity This is an excellent opportunity to join a stable, values-led care service with a strong leadership team. Your organisation, financial awareness and attention to detail will directly support the smooth running of the home. You will take ownership of its day-to-day administrative function while building professional relationships with staff, residents, relatives, suppliers, commissioners and other external professionals. Key Responsibilities Manage the home’s day-to-day administrative functions, ensuring the office operates efficiently, professionally and in an organised manner Provide administrative support to the Home Manager and management team, including preparing correspondence, reports, spreadsheets and meeting documentation Collate, check and submit accurate payroll information within agreed deadlines Reconcile staff clocking and attendance records against rotas, identifying missing clockings, overtime, additional hours, sickness, annual leave and other adjustments Liaise with staff and managers to investigate and resolve payroll or attendance discrepancies Maintain accurate payroll records for new starters, leavers, contracted-hour changes, pay changes, absence and overtime Process and record supplier invoices, ensuring they are correctly authorised and submitted for payment Use Sage for bookkeeping and financial administration, including recording invoices, maintaining supplier information and producing reports Reconcile supplier statements and investigate missing invoices, outstanding balances and payment discrepancies Maintain accurate records relating to income, expenditure, receipts, purchases and petty cash, where applicable Manage resident billing administration, including agreed fees, invoices, payments and outstanding balances Maintain records of private, local authority, NHS, Continuing Healthcare, joint-funded and third-party funding arrangements Liaise professionally with families, representatives, commissioners and funding bodies regarding delayed or incorrect payments Maintain comprehensive Excel spreadsheets and trackers covering payroll, attendance, annual leave, sickness, resident fees, invoices, recruitment, training, admissions and discharges Work closely with the company accountant, providing accurate financial information, supporting documents and reconciliations Support recruitment administration, including arranging interviews, obtaining references, tracking DBS and pre-employment checks and preparing new-starter documentation Maintain accurate and confidential employee files and resident administrative records Support new admissions, discharges and changes to resident details, contracts and funding arrangements Maintain well-organised electronic and paper filing systems, ensuring documents can be retrieved promptly for audits, CQC inspections and commissioner visits Support the Home Manager with CQC and compliance administration, including collating evidence and responding to information requests Handle telephone calls, visitors, emails, post and general enquiries professionally and confidentially Identify and escalate financial or administrative concerns, including unusual transactions, overdue payments and significant discrepancies Ensure information is handled in accordance with UK GDPR, data protection requirements and company policies Support the continuous improvement of the home’s administrative and financial systems What We’re Looking For Significant experience in an Office Manager, Care Home Administrator, Finance Administrator or similar role Previous experience within a residential care home, healthcare or social care setting is highly desirable Experience preparing payroll information, timesheets or employee attendance records Experience processing invoices and maintaining accurate financial records Confidence using Sage, or the ability to become competent with the system quickly Strong Microsoft Excel skills, including formulas, trackers and reconciliations Good working knowledge of Microsoft Word, Outlook and electronic filing systems Strong numerical ability and exceptional attention to detail Experience managing confidential employee, resident and financial information Excellent written, verbal and telephone communication skills The ability to investigate discrepancies and maintain clear audit trails A highly organised and methodical approach, with the ability to manage competing priorities Confidence working independently, using initiative and meeting strict deadlines A trustworthy, discreet and financially responsible approach A calm, approachable and professional manner when dealing with staff, residents, relatives and external professionals Experience of resident billing, local authority or NHS funding, recruitment administration, CQC requirements and electronic payroll or staff-clocking systems would be advantageous. Benefits Competitive salary of £40,000–£44,000 DOE Supportive and stable leadership team The opportunity to take ownership of a key function within a well-run care service Ongoing professional development and training Pension scheme and holiday entitlement A varied position with genuine responsibility and impact At New Way Recruitment, we believe in Heart-Led Hiring in Care. Guided by our ethos of “Recruiting with Care, Placing with Purpose,” we are committed to creating a recruitment experience where compassion meets opportunity. Our promise is simple: to provide a confidential, individually tailored and heart-led approach to every candidate and client we support. You can be assured that our team handles every stage of the process with integrity, understanding and genuine care. If you are considering your next move and this opportunity sounds right for you, please don’t hesitate to get in touch. We’re here to help. INDLP
