Administration and Finance Officer

Job Summary

The Finance Officer is responsible for supporting the effective financial management of the home care service. The role oversees day\-to\-day financial processes, including invoicing, payroll preparation, accounts payable and receivable, budget monitoring, reconciliations, and financial reporting.

Working closely with care coordinators, registered managers, payroll providers, local authorities, clients, and families, the Finance Officer ensures that care hours, fees, expenses, and payments are recorded accurately and processed on time. The postholder must maintain strict confidentiality and comply with financial regulations, data protection requirements, and organisational policies.

Key Responsibilities Invoicing and Income Management

• Prepare accurate invoices for private clients, local authorities, NHS bodies, and other commissioning organisations.


• Verify delivered care hours against care schedules, timesheets, electronic call\-monitoring records, and agreed rates.


• Record payments, allocate income correctly, and maintain accurate client accounts.


• Monitor outstanding balances and follow the organisation's credit\-control procedures sensitively and professionally.


• Investigate billing queries, discrepancies, missed visits, cancellations, and rate changes.


• Maintain accurate records of client contributions, funding arrangements, and changes to care packages.

Payroll and Staff Payments

• Collect and verify staff timesheets, mileage claims, travel time and expenses.


• Reconcile payroll data with rotas and electronic care records before submission.


• Prepare accurate payroll information and submit it within agreed deadlines.


• Respond to payroll queries from care workers and managers promptly and confidentially.


• Maintain records relating to pay rates, deductions, pensions, statutory payments, and other payroll matters.


• Work with HR and operational teams to ensure starters, leavers, absences, and contract changes are processed correctly.

Accounts Payable and Receivable

• Process supplier invoices, staff expenses, refunds, and payment requests.


• Check invoices against purchase orders, contracts, and authorisation limits.


• Prepare supplier payment schedules and ensure payments are properly approved.


• Maintain accurate supplier and customer records.


• Reconcile supplier statements and resolve discrepancies.


• Support debt collection while treating clients, relatives, and representatives with dignity and sensitivity.

Financial Control and Reporting

• Complete bank, payroll, income, and balance\-sheet reconciliations.


• Assist with monthly management accounts, cash\-flow reports, budgets, and financial forecasts.


• Monitor income and expenditure against budget and report significant variances.


• Produce financial reports for senior management and operational teams.


• Maintain complete audit trails and support internal and external audits.


• Assist with year\-end accounts and provide information to accountants, auditors, and regulatory bodies when authorised.


• Identify financial risks, errors, unusual transactions, and opportunities to improve efficiency.

Compliance and Record Management

• Follow relevant accounting standards, tax requirements, data protection legislation, and organisational policies.


• Maintain secure, accurate, and confidential financial records.


• Apply appropriate controls to reduce the risk of fraud, error, duplicate payments, and unauthorised spending.


• Report suspected financial abuse, fraud, or safeguarding concerns through the appropriate procedures.


• Support compliance with contractual requirements set by local authorities, NHS bodies, and other commissioners.


• Retain records in line with legal and organisational retention schedules.

Teamwork and Service Support

• Work closely with care coordinators and managers to reconcile planned and delivered care hours.


• Provide clear financial information to colleagues who do not have a finance background.


• Respond professionally to enquiries from clients, relatives, staff, suppliers, and commissioners.


• Support the development and implementation of effective financial procedures.


• Participate in meetings, training, supervision, and performance reviews.


• Carry out other reasonable finance\-related duties appropriate to the role.

Person SpecificationRequirementEssential or desirableQualification in accounting, bookkeeping, finance, or business administrationEssentialAAT qualification or equivalentDesirableExperience in bookkeeping, payroll, invoicing, or accounts administrationEssentialExperience in home care, social care, healthcare, or a regulated serviceDesirableExperience reconciling timesheets, rotas, or electronic call\-monitoring dataDesirableProficiency in Microsoft Excel and accounting or payroll softwareEssentialUnderstanding of financial controls and confidentialityEssentialKnowledge of local\-authority or NHS care funding arrangementsDesirableExperience preparing management reports and supporting auditsDesirableSkills and Competencies

The successful candidate will demonstrate:

• Accuracy: Strong attention to detail when processing payroll, invoices, payments, and reconciliations.


• Numeracy: Confidence working with financial data, rates, hours, deductions, and budgets.


• Organisation: Ability to manage competing priorities and meet strict payroll and invoicing deadlines.


• Communication: Ability to explain financial matters clearly, professionally, and sensitively.


• Confidentiality: Sound judgement when handling personal, payroll, client, and commercial information.


• Problem\-solving: Ability to investigate discrepancies and take appropriate corrective action.


• Teamwork: Ability to work collaboratively with finance, care, HR, and operational colleagues.


• Integrity: A responsible, transparent, and ethical approach to financial administration.

Working Conditions

• Primarily office\-based, with possible hybrid working depending on operational requirements.


• Some flexibility may be required during payroll, month\-end, and year\-end periods.


• The role involves regular use of computer systems and handling confidential information.


• Any required background or right\-to\-work checks will be completed in line with legislation and organisational policy.

Performance will be assessed against:

• Accuracy and timeliness of invoicing and payroll submissions.


• Completion of reconciliations and financial reports within agreed deadlines.


• Reduction and appropriate management of outstanding debts.


• Quality, security, and completeness of financial records.


• Compliance with internal controls, policies, and regulatory requirements.


• Professional handling and timely resolution of financial queries.

Disclosure and Barring Service

This post will result in you having contact with children, the elderly, sick or disabled. The Authority, therefore, requires that by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, the Children’s Act 1989 and/or the Police Act 1997, you reveal any criminal convictions, bind over orders or cautions, including those which would normally be regarded as spent. You must complete the relevant section on the application form – your application will be returned if this section is incomplete. If successful in your application you will subject to a Disclosure. Further information about Criminal Records Bureau Disclosures and the Council’s approach to recruiting ex\-offenders should follow the application form, if not contact the person named in the advertisement

Training

Full training provided –Suitable candidate will be enrolled in
candidate must be computer literate and experience of using Care Planner would be beneficial

Job Type: Full\-time

Pay: £29,900\.00 per year

Experience:

• providing care: 1 year (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person

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