Job Description

Exciting opportunity to join our warm and welcoming team at Optima Care as an Operations Administrator!

Are you a highly organised administrator with experience of working in a residential care setting? Do you thrive on being part of a team that has social care at it's heart. If so then we would love to hear from you.

About Us:

The Chilterns is residential step down centre dedicated to supporting individuals with learning disabilities and complex needs, including mental health issues.

Our mission is to support these individuals, guiding them on a journey towards independent living.

We are seeking a dedicated and experienced Administrator to oversee the daily operations of our service. The ideal candidate will be responsible for ensuring compliance with CQC regulations, managing staff rotas, and ensuring that we are providing high-quality care to service users. This role requires strong organisational skills, excellent communication abilities, and a commitment to fostering a positive environment for both service users and staff.

Main Duties and Responsibilities:

Rota Management:

Develop and manage staff rotas for the care home, ensuring adequate coverage and efficient scheduling. Monitor and adjust rotas as needed to address staffing needs and optimise staff deployment. Handle scheduling conflicts and communicate changes effectively to staff.
Estates & facilities management:

Serve as the key liaison between the Estates Team and the care home, ensuring clear communication and smooth coordination of all property-related activities. Oversee the safe and effective day-to-day running of the building, ensuring full compliance with health, safety, and regulatory standards. Plan, schedule, and coordinate refurbishment projects, maintenance tasks, and repair work, minimising disruption to residents and staff. Monitor and manage the purchasing and procurement process, including sourcing suppliers, obtaining quotes, and ensuring cost-effective purchasing decisions. Maintain accurate records of maintenance schedules, contractor activity, and purchasing documentation to support audit and compliance requirements. Work collaboratively with managers, carers, and external contractors to ensure the environment remains safe, well-maintained, and supportive of high-quality resident care.
Agency Management:

Oversee the management of agency staff, including liaising with agencies to arrange cover and ensure adequate staffing levels. Manage agency invoicing and financial reconciliation to ensure accuracy and budget compliance.
Administrative Support:

Ensure that all resident records are correct and updated accordingly. Manage the logging, tracking, and timely resolution of employee and operational complaints, ensuring accurate documentation and follow-up. Support HR with workplace investigations, including gathering information, preparing documentation, and taking clear, objective notes during interviews and meetings. Ensure all employee records are uploaded correctly into People Planner - Inductions, Supervisions, Appraisals and Sickness Work with the Registered Manager and HR to provide support on managing employee absence and sickness Support with invoicing, mail handling, appointment scheduling, and maintaining supplies. Support the HR team with recruitment and the onboarding process as required. Work alongside the Registered Manager and other key personnel in the business to implement systems, processes and procedures that improve business performance Assist with general administrative tasks such as filing, photocopying, and typing.
Care Standards & Compliance:

Ensure the home operates in accordance with CQC regulations, Health and Social Care Act 2008, and all relevant legislation. Ensure all audits and compliance actions are completed and uploaded in a timely manner To handle contracts to a standard that meets resident satisfaction and those of their family members/other duly authorised personnel.
Reception Duties:

Greet all visitors and in a polite and welcoming manner. Answer and direct phone calls professionally; take and relay messages as needed. Manage visitor logs and ensure safeguarding and infection control protocols are followed.
Communication:

Liaise with residents' families, GPs, district nurses, and other professionals as required. Communicate effectively with all departments to support day-to-day operations.
General:

Provide administrative support to projects and initiatives. Undertake employee file audits as required Undertake any other administrative duties as assigned by the Home Manager, Deputy Manager and Senior Management Team (SMT).
Job Types: Full-time, Permanent

Pay: 30,000.00-35,000.00 per year

Benefits:

Company pension On-site parking Referral programme
Language:

English (required)
Work Location: In person