Job Description

Job Title:

Group Administrator

Reports To:

Group Directors

Location:

Head Office / Across 4 Care Homes

Employment Type:

Full-time

Job Purpose - Please read Job description before applying

The Group Administrator plays a central role in ensuring the smooth and efficient operation of administrative functions across the Group's four care homes. This includes managing social media communications, maintaining accurate records and documentation, coordinating meetings and events, and supporting the Directors and management team in day-to-day operational and strategic matters. The role also involves direct engagement with residents' families, contractors, and visitors to uphold the organisation's professional image and reputation.

Key Responsibilities Administrative & Organisational Support

Maintain and update personal files, employee records, and confidential documentation in compliance with GDPR and internal policies. Prepare, circulate, and maintain minutes of management, operational, and residents' meetings. Oversee and coordinate administrative processes across all care homes to ensure consistent standards and efficiency. Manage correspondence, scheduling, and communication on behalf of the Directors. Arrange internal and external meetings, including logistics, agendas, and follow-up actions.

Social Media & Communications

Manage and update the Group's social media platforms (Facebook, Instagram, LinkedIn, etc.), ensuring all content reflects the organisation's values and professionalism. Create engaging posts showcasing activities, community events, and positive stories from each care home. Coordinate with home managers and activity coordinators to collect and publish approved content. Monitor social media engagement, respond to public enquiries, and flag any reputational risks to the Directors.

Coordination & Stakeholder Management

Liaise with care home managers, administrative teams, and activity coordinators to ensure consistent communication and alignment across all sites. Coordinate monthly activity calendars for each care home, ensuring timely publication and distribution to residents and families. Build and maintain positive relationships with residents' families, providing professional and courteous communication at all times. Act as a point of contact for contractors and suppliers, arranging site visits, maintenance works, and ensuring all documentation (contracts, invoices, insurance certificates) is up to date. Support Directors with project coordination and implementation of group-wide initiatives.

Guest & Visitor Relations

Greet guests, visitors, and families in a professional and welcoming manner. Ensure meeting areas are prepared appropriately, offering refreshments such as tea, coffee, and water where applicable. Uphold the Group's values of warmth, respect, and professionalism in all interactions.

Skills & Attributes

Excellent organisational and time-management skills. Strong communication and interpersonal abilities, both written and verbal. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and social media management tools. Discretion, confidentiality, and a professional demeanour. Ability to multitask and coordinate multiple priorities across different sites. Positive, proactive, and solution-focused attitude.

Qualifications & Experience

Previous experience in an administrative or coordinator role within a care home, healthcare, or multi-site environment is desirable. Experience managing social media accounts for a business or organisation. Strong record-keeping and minute-taking skills. Understanding of data protection and confidentiality requirements in the care sector.

Working Relationships

Reports directly to the Group Directors. Works closely with Home Managers, Activity Coordinators, Administrative Staff, and Contractors. Engages professionally with residents, families, and external stakeholders.
Job Types: Full-time, Permanent

Pay: 25,500.00-26,500.00 per year

Benefits:

Company pension On-site parking Referral programme
Work Location: In person