Job Description

Role: Office Administrator / Care Coordinator

Reports to: Registered Manager / Directors

Location: Blackburn (Office-Based)

Hours: 32.5 hours per week

Salary: 20585 starting

About Symbiotic Care

Symbiotic Care is a unique, enhanced, medically-led domiciliary care provider delivering high-quality home care each month across Blackburn and the surrounding areas.

Led by experienced medical Consultants and GPs, our service supports individuals with complex health needs, frailty, and learning disabilities through a robust multidisciplinary team (MDT) approach.

We combine medical expertise with compassionate, person-centred care to ensure safety, quality, and improved outcomes for every individual we support.

Purpose of the Role

The Office Administrator / Care Coordinator will provide comprehensive administrative and coordination support to ensure the smooth and efficient running of Symbiotic Care's operations.

This role is critical in maintaining compliance, coordinating care schedules, supporting recruitment and workforce processes, and enabling effective communication between carers, clients, and management.

The position is office-based in Blackburn and requires an organised, reliable, and proactive individual with strong attention to detail and a commitment to quality.

Key Responsibilities

1. Scheduling & Coordination

Prepare, update, and distribute weekly care rotas. Ensure all care calls are assigned, covered, and accurately recorded. Manage changes, cancellations, and cover for sickness or emergencies. Communicate rota updates promptly to carers and clients. Track and confirm care delivery hours for payroll and invoicing.
2. Communication & Customer Service

Act as the first point of contact for all office enquiries. Handle calls and emails from carers, clients, families, and professionals. Escalate care or safeguarding concerns immediately to the Registered Manager. Build and maintain positive relationships with clients and external partners. Provide professional and timely responses to all queries.
3. Compliance & Quality Assurance

Maintain accurate and up-to-date client records, including care plans, risk assessments, and MAR charts. Ensure compliance documentation meets CQC standards and internal policies. Support audits, spot checks, and inspection readiness activities. Record and follow up on incidents, complaints, and medication errors. Keep version-controlled logs of policies, audits, and quality evidence.
4. Workforce Administration

Maintain complete staff files including DBS checks, right-to-work, training, and references. Track training compliance, appraisals, and supervisions. Coordinate staff meetings, training sessions, and appraisals. Manage staff contact lists and emergency information. Support onboarding and induction for new employees.
5. Recruitment Support

Advertise vacancies, shortlist applicants, and arrange interviews. Complete pre-employment checks and collect documentation. Set up new employee records on care systems. Maintain recruitment trackers and update progress.
6. Finance & Payroll Assistance

Collect and verify weekly timesheets and mileage records. Cross-check data against rotas and care logs. Provide verified hours and data to payroll and finance teams. Assist with invoice preparation and reconciliation. File and store all finance-related documentation securely.
7. Office Management & Systems

Maintain an organised, tidy, and professional office environment. Keep filing systems up to date (digital and physical). Monitor and order office and PPE supplies. Manage correspondence, emails, and incoming post. Maintain business trackers -- audits, incidents, training, and compliance logs.
8. Management & Operational Support

Support the Registered Manager and Directors with reports, audits, and KPI tracking. Prepare meeting notes, summaries, and data reports. Assist with documentation for MDT coordination and professional meetings. Provide administrative support for projects and service improvements.
9. Growth & Development Support

Assist in the setup of new care packages and associated documentation. Record new enquiries, referrals, and outcomes. Support tender submissions and compliance documentation. Help manage company communications, including job postings and community outreach

Preferred Skills

Strong administrative and organisational skills

Experience in domiciliary or healthcare administration

Excellent written and verbal communication

Understanding of CQC compliance requirements

Proficient with Microsoft Office and care management systems

Experience using CarePlanner, Birdie, or similar software

Reliable, proactive, and professional

NVQ Level 2 or above in Health & Social Care or Administration

Ability to prioritise and manage multiple tasks

Experience supporting a Registered Manager or care office

Please note: the office timings will vary each day in a fixed rotational day manner and flexibility is a must for any applicant which applies for the role.

Previous experience in domiciliary care coordination is preferred.

This role is strictly office based.

Job Types: Full-time, Part-time

Pay: From 20,585.00 per year

Expected hours: 32.5 per week

Benefits:

Free parking On-site parking
Work Location: In person