Overview
We are seeking an experienced, highly organized, and detail-oriented Administrative Assistant to provide comprehensive support to our team. The ideal candidate will use a proactive approach to handle day-to-day administrative tasks, ensure smooth office operations, and support internal and external communication.
Responsibilities
* Office Administration
o Provide general administrative support to management and office staff.
o Manage any incoming calls, emails, and correspondence in a polite and professional manner.
o Maintain organised filing systems for digital records.
o Shredding of documentation as and when required.
o Assisting with stock takes of uniform for care staff.
o Prepare documentation and take minutes when required.
* Recruitment and HR support
o Input and maintain accurate new and current staff data on our care management system One Touch.
o Support recruitment processes by advertising roles, processing applications, and arranging interviews.
o Maintain up-to-date staff files, including DBS checks, training certificates, and right-to-work documentation.
o Contact staff when required to ensure that their documentation is up to date on our system.
o Support with forward planning of booking current members of staff on to training sessions to renew their mandatory practical training.
o Support with renewing online training for current members of staff, uploading new certificates to their file.
o Creating certificates after a new or current staff member has completed a practical training session, uploading this to their file.
o Prepare new starter packs, contracts, and induction materials when required for new staff members.
o Assist with monitoring the progress of new members of staff during our onboarding process.
* Registered Manager support
o Support the Registered Manager during audits and inspections by preparing accurate records and reports.
o Communicate effectively with carers, clients, and families to support continuity. Track staff absence, holidays, and ensure compliance with working time regulations.
o Ensure all regulatory documentation meets CQC standards.
o Handle confidential information securely in line with GDPR and company policies.
Skills and Experience Required
Essential:
* Previous experience in an administrative role (preferably within health or social care).
* Strong organisational and time management skills.
* Excellent written and verbal communication skills.
* Proficient in Microsoft Office (Word, Excel, Outlook).
* Ability to handle sensitive information with discretion and professionalism.
* A proactive, flexible, and reliable approach to work.
Desirable:
* Experience using digital care management systems (One Touch).
* Knowledge of CQC standards and compliance requirements.
* Understanding of homecare or domiciliary care operations.
Personal Attributes
* Compassionate and person-centred approach.
* Professional and approachable manner.
* Team player with a strong sense of responsibility.
* Committed to maintaining confidentiality and upholding the agency’s values.
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