Service 03
Care administration
The back office behind the rota, run by people who know care paperwork.
Registered managers should be in services, not chasing timesheets. We take on the recurring administration that fills a manager's week — personnel files, timesheet collection and checking, payroll-ready exports, contract and induction paperwork — and hand back a day or more of clinical time.
- 1 day+
- Manager time returned each week, typically
- Weekly
- Timesheet cycle, checked before payroll
- Monthly
- Management pack with the whole position
Who buys this
This service suits you if…
- Small and medium providers without a dedicated administrator
- Managers spending evenings on paperwork instead of supervision
- Services growing faster than their back office can keep up with
The problem
What this actually fixes
Written from what providers tell us on the first call, not from a benefits list.
- 01
Administration expands to fill the manager's evenings
Timesheets, holiday requests, supervision records, induction packs and policy reviews all land on the same desk as the care itself. It is the part of the job that gets done at nine at night.
- 02
Payroll errors damage trust fastest
A carer paid short for a sleep-in does not raise a ticket — they take the next shift somewhere else. Accurate, checked timesheets are a retention tool.
- 03
Paperwork that only exists in one person's head
When the person who knows where everything lives is on leave, the service stalls. Documented, shared processes stop that.
Included
What you get, in full
No tiers, no add-on modules. This is the service.
Digital personnel files
One file per worker holding contract, ID, right to work, DBS, references, training and supervision records — exportable as a single pack.
Timesheet collection and checking
Chased, checked against the rota, queried where hours do not match, and delivered payroll-ready to your deadline.
Rota and on-call support
We help fill gaps, confirm shifts with workers, and cover the phone out of hours so a 6am call reaches a person.
Induction and contract paperwork
Offer letters, contracts, induction checklists and probation reviews issued and tracked to completion.
Policy and document control
Version-controlled policies with review dates, so nothing is three years out of date at the moment it is asked for.
Monthly management pack
Hours placed, fill rate, compliance position and anything that needs a decision — one document, once a month.
What it looks like in practice
A week in our back office, so you know what you are buying
This is the recurring rhythm on a typical administration retainer. It is deliberately dull — that is the point. Dull and on time is what a registered manager needs from an administrator.
- Timesheets from the previous week collected and reconciled against the rota
- Mismatches queried with the worker directly, not guessed at
- Payroll-ready export delivered by 10am
We take this on
- Timesheet collection, checking and payroll export
- Digital personnel files and document control
- Reference requests and chasing
- Induction, contract and probation paperwork
- Policy version control and review dates
- Holiday and absence logging
- Out-of-hours coordination from 6am
- Monthly management reporting
This stays with you
- Clinical accountability and CQC registration
- Care planning and risk assessment
- Supervision and appraisal conversations
- Disciplinary and capability decisions
- Safeguarding referrals and investigations
- Final say on who works in your service
We are not a substitute for a registered manager and we will never pretend otherwise. The split is agreed in writing before we start.
“I was doing timesheets on a Sunday and losing carers over pay mistakes. That stopped in the first month. It is not glamorous work and I am very glad it is not mine any more.”
11 hrs
Manager time returned each week
Questions
About care administration
What providers ask us most often about this service specifically.
All FAQs- Either. Some providers use us instead of hiring, others use us to take the recurring load off an administrator who is already stretched. We agree who owns what in writing before we start.
The other two services
Care recruitment
Carers who have done the work before, screened for this sector only.
Read moreWorkforce compliance
Every check tracked to its expiry date, and chased before it lapses.
Read moreReady to talk about care administration?
Five minutes on the phone is usually enough for us to tell you whether we can help and what it would cost.