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Finance & Office Administrator

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Make a real difference to peoples' lives by joining Trinity Homecare, recently rated 'Outstanding' by CQC.

The purpose of the position is to:

  • Complete the routine daily and weekly finance processes to a high standard; and
  • Support the Central Services function of the business by taking responsibility for the administrative activities that facilitate the smooth and effective running of the office.

The suitable candidate will have excellent administration, time management and communication skills. They will have confidence in using a range of office software, including email, word and spreadsheets.

They will have a customer focused mind-set, always ensuring that their work is finished to a high standard and in a timely manner. The role requires someone who can keep confidentiality, is consistently reliable and has a good eye for detail and numbers.


Principal Responsibilities

  1. Accounts Administration
  2. Office and General Administration

Accounts Receivable

  •  Ensure all bookings are correctly confirmed in our rostering system.
  • Complete routine checks of bookings data (to identify exceptions/potential errors) prior to running invoicing.
  • Generate invoices in our rostering software (People Planner) on a timely basis.
  • Print and post paper invoices.
  • Complete routine chasing of aged debtors (e.g. trigger email templates in Xero, our accounts system).
  • Process new direct debit mandates.
  • Process direct debit amendments and cancellations.
  • Assist with the migration of customers towards the most efficient payment methods (e.g. towards direct debit and electronic invoices). 
  • To process/bank any cheques received.
  • Maintain a log of all invoicing queries. Respond to routine invoice queries and escalate more complex queries to Finance Manager for resolution.

Payroll

  • Compile all payroll pre-processing data (including details of starters, leavers, holiday pay, SSP, maternity pay, expenses and mileage etc).
  • Generate gross payroll report from our rostering system on a timely basis.
  • Complete routine checks to ensure accuracy and completeness of data.
  • Process expenses in line with expense policy.
  • Prepare/compile the payroll report ready to send to our payroll bureau.
  • Maintain a log of all payroll queries. Respond to routine payroll queries and escalate more complex queries to Finance Manager for resolution.

Accounts Payable

  • Processes all supplier invoices on a timely basis making use of Receipt Bank.  
  • Ensures that there are supporting invoices/documentation for all payments.  
  • Builds strong relationships with key suppliers enabling prompt resolution of issues.  
  • Manage petty cash and company credit cards. 
  • Manage general office expenditure in line with budget.

Bank Reconciliation

  • Support the Finance Manager with bank reconciliations across all accounts.

Reporting and Key Performance Indicators (KPIs)

  • Produces routine KPIs/reports on a regular/weekly basis by maintaining the existing reporting processes
  • Produces external reports (e.g. Surrey KPIs, CQC reports) with support. Creates drafts using data taken from existing KPI reports

Office and Facilities Management

  • Order and maintain office supplies including stationery, equipment/uniforms and care consumables. Check supplier requisitions on delivery.
  • Ensuring equipment is serviced and maintained - hoists, alarms, photocopier, franking machine
  • Be first point of contact for IT issues (hardware and software). Triage accordingly.
  • Maintain the condition of the office. Liaise with the landlord/agent and arrange for any necessary repairs
  • Manage the office cleaner
  • Assist the Head of Operations to ensure compliance with Health & Safety and Fire Safety legislation
  • Management of lease cars (servicing, process for checking in and out, key holding - insurance)
  • Security of the building – maintain list of keyholders, alarm codes and access
  • Supervision of filing systems and archiving to ensure office team are archiving as necessary.

General Administration

  • Handle inbound and outbound post
  • Prepare letters and mail merges
  • Answer the phone, handling enquiries and requests where appropriate
  • General administrative duties (e.g. arrange social functions, records management, manage filing system)
  • Take minutes in meetings when requested
  • Liaise with staff, suppliers and clients
  • Support the managing director and senior management team
  • To work collaboratively with other members of the care and corporate teams in the business.

Trinity Homecare aim to be the provider of choice and an employer of choice in Surrey and for that reason we expect all of our team to work to the same high standards. If you feel that you want a move or a change to a growing and forward thinking home care organisation and you have the necessary experience and skills then please apply today.

Salary range - £22,000 - £28,000 per annum (depending on experience) 

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Or, know someone who would be a perfect fit? Let them know!

Why work with us?

 

 

  • Extremely rewarding work

    If you get a buzz from enriching the lives of others and making a positive difference every day, then you can be sure that your journey with Trinity Homecare will be immensely rewarding.

  • Best-in-class training

    From our Care Certificate training to our partnership with Nescot College, you'll have many opportunities to build your skills and develop your career with us. We're an approved training centre with the NCFE and this enables us to take you to QCF Level 2 & 3 in Health & Social Care.

  • A great team to work with

    We are a professional but friendly bunch with care at the forefront of our hearts and minds. By joining our Trinity Homecare team, you can be safe in the knowledge that you’ll have our support along whichever career pathway you choose.

  • Highly competitive pay, great incentives and rewards

    We benchmark our pay against our competitors to ensure we are always paying top rates. We recognise our colleagues who are the heroes of our service and we are proud to reward our colleagues with awards for their hard work and dedication.

Our values

We’re personal. We’re trusted. We’re caring. Our values remain at the forefront of our hearts and minds so you can rely on your colleagues to offer you support, motivation, commitment and positivity.

How are we personal?
We have never lost sight of our clients and colleagues as individuals. Achievements of any scale don’t go unnoticed and we take the time to reward our colleagues for their hard work and dedication.

How are we trusted?
As an approved NCFE training centre, we actively encourage everyone to pursue their own journey with us and we provide pathways to progress your own career of a lifetime through industry recognised qualifications.

How are we caring?
You’ll find that your colleagues are compassionate, empowering and endlessly supportive individuals. We all genuinely care about enriching the lives of others by going beyond the call of duty to make a real difference.

 

Our values resonate through everything we do here at Trinity Homecare and we're delighted to be a Surrey Care Award finalist for the 'Innovation and Good Practice in Staff Recruitment and Retention Award'!

Already working at Trinity Homecare?

Let’s recruit together and find your next colleague.

email
@trinityhomecare.co.uk
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