About this role
About Our Home:
Lynwood Village is a welcoming community dedicated to helping residents live comfortably, confidently and independently. With over ten years of experience providing trusted care and support to homeowners, we pride ourselves on delivering personalised services that put people first. Our community is built around understanding individual needs, respecting personal choices and ensuring residents feel supported, valued and at home.
We are looking for an experienced administrator to join our team, working up to 40 hours per week.
What you will be doing!
- Provide comprehensive administrative, secretarial and reception support to the Village management team, ensuring enquiries are handled professionally and directed to the appropriate departments.
- Maintain accurate and up-to-date records, files, procedures and administrative systems, ensuring information is accessible and handled confidentially.
- Coordinate the onboarding and arrival of new owners and residents, including preparing welcome materials, arranging welcome hampers and liaising with housekeeping and maintenance teams to ensure apartments and cottages are ready.
- Prepare and issue owner and resident bills and invoices in line with agreed schedules, respond to billing queries, investigate discrepancies and escalate complex issues where necessary.
- Assist with daily and weekly banking processes, including recording and checking transactions, reconciling records, supporting cash handling and maintaining accurate financial documentation.
- Support payroll administration by collecting, checking and submitting timesheets, authorised hours, overtime and other payroll adjustments within agreed deadlines.
- Maintain staff holiday, sickness and absence records, monitor holiday balances and follow up discrepancies to ensure accurate payroll information and management reporting.
- Oversee the administration of the Warden call process, maintaining accurate logs, monitoring completed checks, following up missed calls and escalating concerns in line with established procedures.
- Receive and respond to complaints, concerns and feedback from owners, residents, relatives and visitors in a professional and sensitive manner, ensuring issues are recorded, monitored and resolved or escalated appropriately.
- Maintain accurate owner and resident records, updating personal and contact information promptly while ensuring compliance with confidentiality and data protection requirements.
- Help coordinate reception cover and support the effective operation of reception and night security arrangements where required.
- Provide administrative support for meetings, audits, reports, service reviews and quality improvement activities, ensuring relevant documentation is prepared and maintained.
- Monitor outstanding actions, follow up with relevant colleagues and departments, and escalate any issues that could affect service delivery or the resident experience.
- Follow organisational policies and procedures relating to health and safety, safeguarding, fire safety, financial controls and data protection.
About You:
- Experience in administration, reception or customer service.
- Strong organisational skills, attention to detail and ability to manage deadlines.
- Excellent communication and interpersonal skills.
- Confident using Microsoft Office, with good numerical skills.
- Experience in billing, payroll or financial administration is desirable.
- Committed to confidentiality, excellent customer service and treating residents with dignity and respect.
Benefits
- Salary from £30,000 per annum
- Employee of the Month
- Long term service awards
- Blue Light Card
- Professional Development
- Refer a Friend