Job Description

At Mega Nursing & Care, we are dedicated to providing exceptional in-home care services, guided by our core values of compassion, family-centric care, and a commitment to excellence. Our mission is to empower service users to live with dignity, respect, and independence whilst fostering a collaborative environment that supports continuous improvement and outstanding teamwork. Our Bedford branch is seeking a skilled professional to ensure smooth operations and high-quality service delivery.

The Office Administrator is a pivotal role responsible for overseeing administrative functions, ensuring compliance with regulatory standards, supporting HR processes, and facilitating effective communication across the branch. This role involves utilising tools such as Care Line Live and Office 365 to manage data, schedules, staff records, and other documents. You will work closely with the Branch Manager to support the administration and clinical teams whilst maintaining high service user satisfaction and compliance with Bedford Borough Council and Care Quality Commission (CQC) standards.

Key Responsibilities:

First Point of Contact: Serve as the initial point of contact for visitors, manage incoming calls, and respond to emails with professionalism, ensuring all enquiries are addressed promptly. Administrative Support: Perform daily administrative tasks, including accurate data entry, document management, and filing, to maintain an organised and efficient office environment. Stakeholder Communication: Act as a liaison between office teams, care staff, local authority representatives, social workers, and service users to ensure seamless communication. Service User Satisfaction: Support the maintenance of high service user satisfaction by addressing client and carer queries, escalating issues to management when necessary. Compliance Tracking: Schedule and track probation reviews, appraisals, supervisions, and maintain compliance matrices for training, DBS checks, vaccinations, and external authority software updates. DBS & Staff Records: Enrol staff for DBS renewals, request necessary data and documents, and ensure staff files are accurate and up to date. HR Support: Assist with HR processes, including minute-taking during disciplinary and informal meetings, supporting new and expectant mothers' assessments, and other HR-related tasks. Meeting Coordination: Organise and book meetings between management and team members, take accurate minutes, and file them appropriately. Supplies Management: Monitor office supply levels, order stationery and PPE as needed to support care staff and maintain a well-equipped office. Feedback & Surveys: Assist in conducting regular satisfaction surveys and collecting feedback from service users and employees to support continuous improvement. Email & Call Management: Proactively manage shared and personal email accounts, and efficiently direct service user and carer queries to the appropriate team members.
Requirements:

Proven experience in an administrative role, preferably within a healthcare or care setting. Proficiency in using Office 365, and other administrative software. Strong organisational and multitasking skills with attention to detail. Excellent communication and interpersonal skills to liaise with diverse stakeholders. Knowledge of compliance requirements, including CQC standards and local authority regulations. Ability to handle sensitive information with confidentiality and professionalism.
Mega Nursing & Care is an equal opportunities employer. We value diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: 24,000.00-26,000.00 per year

Additional pay:

Bonus scheme
Benefits:

Company pension
Schedule:

Monday to Friday
Work Location: In person