Job Description

Location:

Priory Care Home

Hours:

20-25 hours per week

Core hours:

Ideally 9:00am - 2:00pm (flexible by agreement)

Reporting to:

Registered Manager

Job Overview

The Care Office Administrator provides direct administrative and organisational support to the Registered Manager, helping to relieve day-to-day office and coordination tasks so they can focus on leadership, care planning and regulatory responsibilities. The role ensures the care office runs efficiently and professionally, acting as the first point of contact for visitors, professionals and staff, and maintaining high standards of confidentiality, organisation and communication. This is a non-clinical, office-based role with no personal care responsibilities.

Responsibilities

Office Administration & Communication

Provide comprehensive computer-based administrative support, including emails, correspondence, notices, posters and preparation of documents for meetings, audits and inspections.

Diary, Scheduling & Coordination

Manage the care home diary, including resident appointments and outings, GP/nurse and visiting professional schedules, social worker meetings and internal/external meetings. Ensure relevant staff are informed of appointments, visits and changes, and coordinate meeting space and availability.

Front-of-House & Office Management

Act as the first point of contact for staff, visitors and professionals. Answer the telephone and door professionally, manage enquiries, take messages and ensure visitor sign-in procedures are followed. Maintain a professional, welcoming and well-organised office environment.

Complaints, Feedback & Quality Support

Maintain the complaints log and support the administrative handling of complaints, including logging, tracking, drafting responses and filing outcomes. Manage resident and relative feedback, including suggestions and annual questionnaires, ensuring results are collated and shared appropriately.

Training, Compliance & Records

Maintain the staff training matrix, highlight overdue or non-compliant training and support the arrangement of training. File staff, resident and general documentation daily. Complete scheduled audits (e.g. file, housekeeping) and report findings to the Registered Manager. Support infection prevention and control (IPC) administration and documentation.

Ordering, Systems & General Duties

Manage authorised ordering and supplies for the home and maintain basic records of orders and deliveries. Use care and administrative software systems to upload documents, run reports and support system updates (within training and access permissions). Work flexibly to support the wider team, maintain confidentiality, follow policies and CQC expectations, escalate concerns appropriately and promote a professional working culture. Draft complaint acknowledgements and responses in collaboration with the Registered Manager and Head Office where required. Maintain accurate, secure digital and paper filing systems in line with GDPR. Act as the administrative link between the care home, Compliance and Head Office, particularly regarding inspections, servicing schedules, documentation requests and follow-up actions.
This advert provides an overview of the role; a full job description is available on request. As this is a newly created role within an established and supportive team, duties may evolve in line with the needs of the service. We are therefore seeking a proactive and adaptable individual who is keen to grow with the organisation. There is genuine opportunity for development and career progression for the right candidate as the role and service continue to develop.

Job Types: Part-time, Permanent

Pay: From 13.50 per hour

Expected hours: 20 - 25 per week

Benefits:

Company events Discounted or free food On-site parking
Ability to commute/relocate:

Droitwich WR9 0BE: reliably commute or plan to relocate before starting work (required)
Experience:

Care home: 1 year (preferred)
Work Location: In person