Administrative Assistant Job Description
We are a Supported Living care service based in Birmingham, specialising in providing high-quality, person-centred support for individuals with Mental Health conditions and Learning Disabilities. We are currently seeking a proactive and highly organised Administrative Assistant to support the smooth operation of our service
As an Administrative Assistant, you will work closely with our managers to ensure our service users receive the highest standards of care and support. You will play a vital role in coordinating administrative functions across staffing, service user support, and general site operations.
Key Responsibilities
· Assist the managers in ensuring high-quality support is delivered consistently.
· Support service users to reach their full potential through effective coordination.
· Stay informed of and comply with changes to policies, procedures, and regulatory requirements.
Staffing
· Manage recruitment tasks: sending applications, reference requests, and processing DBS checks.
· Conduct employment checks for overseas candidates (e.g., Checking ID, term date checks, share code validation).
· Coordinate and monitor staff training requirements and completions.
· Arranging shadow shifts and onboarding documentation for new staff.
Service Users
· Maintain and update digital care records, including care plans and medical notes.
· Book and coordinate medical appointments for service users.
· Support benefit applications and monitor ongoing benefits entitlements.
· Bank statement reconciliation related to service user's finances.
· Organise and risk-assess community outings, including itineraries and documentation preparation.
· Update and renew service user ID and travel passes.
· Distribute family feedback forms on a 6-month basis.
Site
· Book and coordinate site maintenance, as needed.
· Monitor and respond to site issues.
· Maintain PPE stock levels.
· Provide emergency shift cover when required.
· Create and send out the staff rota
Requirements
· Previous experience in an administrative or support role within health or social care is desirable but not essential.
· Excellent organisational and communication skills.
· Ability to work independently and manage multiple tasks efficiently.
· Confident IT skills, especially in maintaining digital records and documentation.
What We Offer
· A supportive and inclusive working environment.
· Ongoing training.
· Opportunity to make a real difference in people's lives.
· Career progression within a growing organisation.
Please note: This job description is not exhaustive and may be amended in line with the needs of the service.
To apply: Please send your CV and a brief cover letter to
Job Types: Part-time, Permanent
Pay: From £12.21 per hour
Benefits:
* Casual dress
* Free parking
* Transport links
Experience:
* Office: 2 years (preferred)
Work Location: In person