Office Administrator with Accounts Background

About the Role

Dolphin Healthcare is seeking for an experienced, dedicated, committed and reliable Office Administrator with an accounts background to support the smooth running of our busy care office. Dolphin Healthcare is a well-established and highly respected independent UK Home care Provider and specialises in providing care services for people who wish to remain living in their own homes for as long as possible.

This job role presents an excellent opportunity for someone with administrative and financial experience who is passionate about contributing to high-quality care services.

Key Responsibilities

Payroll & Attendance Support

Prepare payroll information, including new starters, leavers, sickness, annual leave, and contractual changes.

Monitor staff attendance and sickness records.

Support managers in managing absence and return-to-work processes

Pull rota reports and process accurate payroll for care staff on a timely basis.

Send payslips and P60s to staff and ensure all payroll records are maintained.

Issue P45s for staff leaving the organisation.

Maintain and update payroll information and ensure compliance with internal policies and government regulations.

Ensure correct and timely input of data into the payroll and HR systems.

Handle starter forms and all onboarding payroll-related documentation for new starters.

Invoices and Remittances

· Creating and maintaining accurate records of all invoices

· Reconciling discrepancies in invoices and receipts

· Creating reports for management to analyze financial data

· Responding to customer inquiries regarding billing and invoicing

· Entering data into computer systems to create invoices

· Preparing and sending out invoices to customers

· Verifying the accuracy of invoices before sending them out

· Reconciling payments received with outstanding invoices

· Following up with customers regarding overdue invoices

· Developing and implementing procedures for efficient invoicing processes

Recruitment & Onboarding

Manage end-to-end recruitment processes, including shortlisting applicants, arranging interviews, and preparing employment offers.

Coordinate safer recruitment practices in accordance with CQC regulations.

Process DBS applications, right-to-work checks, employment references, and identity verification.

Prepare employment contracts, offer letters, and induction documentation.

Ensure all new employees complete mandatory compliance requirements before commencing employment.

Maintain accurate recruitment records.

Work closely with the care coordinator and management to identify staffing needs and allocate resources effectively.

Maintain confidential employee personnel files.

Ensure HR records are accurate, complete, and GDPR compliant.

Monitor probationary reviews and contract renewals.

Produce HR reports and workforce statistics.

Update HR systems and employee databases.

Rota System Management:

Must be proficient in rota systems and capable of auditing and updating rotas daily.

Ensure accuracy in recording shifts worked for payroll processing.

Office Administration:

Manage general office supplies and equipment, including ordering PPE, uniforms, and stationery.

Maintain records of office assets and asset registers.

Conduct daily audits related to documentation, systems, recruitment and compliance.

Employee Relations

Provide advice and guidance to managers on HR policies and procedures.

Support disciplinary, grievance, capability, and absence management processes.

Assist with investigations and formal meetings, ensuring fairness and compliance with employment law.

Promote employee wellbeing and positive employee relations.

Compliance & Training

Monitor mandatory training compliance and professional registrations.

Monitor and ensure Training Matrix is up to date

Ensure staff records meet CQC and regulatory requirements.

Support internal audits and compliance inspections.

Assist with policy reviews and implementation.

Keep up to date with changes in employment legislation and best practice.

Learning & Development

Coordinate staff induction programmes.

Arrange mandatory and specialist training.

Support performance reviews and personal development planning including Appraisals.

Assist with career development initiatives and succession planning.

General Responsibilities

Maintain strict confidentiality at all times.

Promote equality, diversity, and inclusion throughout the organisation.

Support managers with workforce planning.

Schedule and Attend meetings, supervision sessions, and training as required. Record minutes of meetings.

Undertake any other duties appropriate to the role.

Person Specification

Essential

Previous HR experience in a professional environment.

Good understanding of UK employment law and HR best practice.

Excellent organisational and administrative skills.

Strong communication and interpersonal skills.

Ability to handle confidential information with discretion.

Proficient in Microsoft Office (Word, Excel, Outlook).

Ability to prioritise workload and meet deadlines.

Desirable

Experience within the health and social care sector.

Knowledge of CQC regulations and safer recruitment requirements.

CIPD Level 3 or Level 5 qualification (or working towards).

Experience using Care Management Software ( One Touch) and recruitment management systems.

Experience supporting payroll administration.

Experience in the use of QuickBook

Key Skills

Excellent attention to detail.

Professional and approachable manner.

Strong problem-solving abilities.

Ability to work independently and collaboratively.

High level of integrity and confidentiality.

Excellent written and verbal communication skills.

Pay: £12.71-£13.00 per hour

Benefits:

Company pension

Free parking

On-site parking

Work Location: In person