Purpose of the Role:
To provide coordinated support across compliance, quality assurance, and office administration. The role ensures smooth day-to-day operations in the office while maintaining high standards of quality, governance, record-keeping, and regulatory compliance across the service.
Key Responsibilities
A. Quality & Compliance responsibilities
* Conduct and support internal quality audits.
* Gather, analyse, and present performance and compliance data.
* Track quality improvement action plans.
* Prepare reports for senior management.
* Maintain compliance documentation for CQC inspections.
* Assist with preparation for CQC visits and mock inspections carried out by the franchise support centre
* Log and track incidents, complaints, and safeguarding matters.
* Maintain clear audit trails for investigations and outcomes.
* Maintain accurate staff files (e.g., right-to-work documents, training records, DBS tracking).
* Support digital quality systems and data accuracy.
* Maintain compliance with health and safety requirements for the office
B. Office Administration responsibilities
* Manage incoming phone calls, emails, and postal correspondence.
* Ensure queries are triaged and responded to promptly.
* Liaison with customers, relatives, representatives and social workers.
* Manage office supplies, stationery, equipment checks, and ordering.
* Maintain a tidy, organised, and compliant office environment.
* Provide administrative support to the Registered Manager and leadership team.
* Assist with preparing meeting agendas, minutes, and follow-up actions.
* Ensure secure, GDPR-compliant handling of sensitive information.
* Assist with rota-related paperwork, scheduling updates, and document uploads.
* Assist with invoice processing and mileage forms.
* Cover on call on rota basis along with all office staff.
* If required providing care and support directly to customers.
* To actively participate in the growth and development of the business, locally, through various marketing exercises.
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