Job Description

Job Summary

We are seeking an organized and efficient

Administration Assistant

to support the smooth operation of our care company. The successful candidate will play a key role in managing administrative tasks, maintaining accurate records, and providing excellent service to staff, service users, and external stakeholders. This position requires strong communication skills, attention to detail, and a commitment to supporting the delivery of high-quality care services.

Key ResponsibilitiesAdministrative Support

Manage day-to-day administrative tasks, including answering phones, responding to emails, and handling correspondence. Maintain and update electronic and physical records, ensuring compliance with data protection regulations (e.g., GDPR). Schedule and coordinate meetings, appointments, and training sessions. Prepare and distribute documents, reports, and communications as needed.

Staff and Service User Support

Act as the first point of contact for queries from staff, service users, and external stakeholders. Assist with the onboarding process for new staff, including preparing documentation and updating HR records. Maintain staff rotas and assist with timesheet submissions and payroll queries. Support service users and their families with inquiries and general information.

Compliance and Record-Keeping

Ensure all care plans, risk assessments, and other documentation are up-to-date and stored securely. Monitor compliance with care standards and assist with preparing for audits and inspections. Track training records and ensure certifications are current. Log and file incident reports, ensuring follow-up actions are documented.

Operational Support

Order and manage office supplies, ensuring adequate stock levels. Assist with the coordination of events, such as training days and team-building activities. Support the team with any additional administrative tasks to maintain smooth service delivery.

Essential Qualifications and Experience

Proven experience in an administrative role, preferably within a care or healthcare setting. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software. Strong organizational and time-management skills. Excellent written and verbal communication abilities.

Skills and Attributes

High level of attention to detail and accuracy. Ability to manage multiple tasks and prioritize effectively. Friendly, approachable, and professional demeanor. Knowledge of confidentiality and data protection requirements. A proactive and flexible attitude, with the ability to adapt to changing priorities

Desirable Criteria

Knowledge of care industry standards and regulations (e.g., CQC). Experience using care management or HR software. NVQ Level 2 in Business Administration or equivalent.
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Job Type: Full-time

Pay: 13.00 per hour

Benefits:

Company pension
Education:

GCSE or equivalent (preferred)
Experience:

Customer service: 1 year (required) Administrative : 1 year (required)
Language:

English (required)
Licence/Certification:

Driving Licence (required)
Work Location: In person