Staff hours and payroll:
• Collect and check timesheets, rotas and approved hours for each payroll period.
• Investigate missing hours, duplicate shifts, discrepancies and unapproved entries before payroll is finalised.
• Check pay rates, overtime, holiday pay, sickness absence and authorised deductions.
• Prepare and process payroll, working with managers, HR and external payroll providers where required.
• Ensure payroll is reviewed and authorised before payments are released.
• Respond to staff payroll queries and resolve errors promptly.
• Maintain accurate, confidential payroll records for each company.
Invoicing and credit control:
• Raise and issue accurate invoices for care services, rent and other agreed charges.
• Check invoices against agreed rates, commissioned hours and contractual arrangements.
• Obtain purchase orders, funding confirmations and other information needed to secure payment.
• Chase outstanding invoices by telephone and email, keeping clear records of all contact.
• Liaise with local authority finance teams, commissioners, clients and other organisations to resolve payment
delays.
• Investigate disputed invoices and coordinate corrections or authorised credit notes.
• Track payment promises and follow up when agreed dates are missed.
• Escalate overdue or disputed accounts to the directors.
Rent monitoring:
• Maintain an up-to-date rent schedule showing amounts due, payments received and arrears.
• Check that rent is paid on time and allocated to the correct account and property.
• Follow up missed or incomplete payments with tenants, representatives or relevant funding bodies.
• Liaise with housing and management colleagues to resolve rent queries.
• Monitor authorised repayment arrangements and report missed installments.
Financial administration:
• Keep accurate and separate financial records for each group company.
• Match incoming payments to invoices and investigate unidentified receipts.
• Maintain invoice trackers, debtor reports and payroll schedules.
• Coordinate with managers and administrators to obtain missing financial information.
• Where required, arrange invoices for agreed maintenance charges and follow up outstanding payments.
• Handle financial and personal information confidentially.
Reporting:
• Provide weekly updates on overdue invoices, rent arrears and expected receipts.
• Highlight payment delays, disputed balances and payroll issues requiring a decision.
• Maintain a clear record of actions taken, next steps and follow-up dates.
• Support improvements to payroll, invoicing and debt collection processes.
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