Job Description

Job Title:

Care Administrator / Coordinator

Location:

Reports to:

Office Manager / Deputy Manager

Hours:

40 hours per week

Job Purpose

To provide essential administrative and coordination support to ensure the smooth daily operation of the care service. The role is focused on managing staff rotas, solving scheduling issues, maintaining accurate records, and supporting carers and clients.

Key Responsibilities

Create, manage, and adjust staff rotas using care planning software and be competent in auto enrolment (e.g., iCare Health, Business Manager) to ensure all client visits are covered. Proactively resolve daily issues, including covering sick leave and carer absences by contacting staff and rearranging schedules. Set up new client and carer profiles in the care management system, ensuring all details are correct. Monitor and run reports on missed or late visits, following escalation procedures to maintain client safety. Prepare new client files and welcome packs, ensuring all paperwork is complete and compliant. Scan, upload, and manage essential client documents and records within the digital system. Handle office administration, including ordering and managing stock levels of PPE, equipment, and office supplies. Draft and send out internal communications, such as a staff newsletter, to keep the team informed.

Person Specification

Essential

Proven experience in an administration or coordination role. Strong computer skills, including proficiency in Microsoft Office (Word, Excel, Outlook). Experience with, or ability to learn, care management software (e.g., iCare Health, Business Manager, People Planner or similar tech programes. Excellent organisational skills and the ability to manage multiple tasks in a fast-paced environment. A practical, problem-solving approach to work and the ability to stay calm under pressure. Clear and effective communication skills for dealing with staff, clients, and families. A relevant qualification such as a Level 4 Diploma in Business Administration or a related field.

Desirable

Previous experience in the health or social care sector/ education sector/ public services. Direct experience in creating staff rotas or planning shifts. An understanding of CQC requirements for care providers.

Company Values

We expect all staff to work in a way that demonstrates our values of Pride & Passion, Innovation & Excellence, Transparency & Professionalism, Continuous Development, and Customer Focus.

Key Relationships

Care Managers and Deputy Managers Care Coordinators Care Workers Clients and their Families External Professionals (e.g., social workers, district nurses)
Job Type: Full-time

Pay: 10.00-12.50 per hour

Expected hours: 40 per week

Education:

GCSE or equivalent (required)
Experience:

relevant: 1 year (required)
Work Location: In person