To manage and oversee all administrative, clerical, and office functions within the nursing home, ensuring efficient day-to-day operations, accurate record-keeping, and full compliance with CQC, GDPR, and company policies. The Admin Manager plays a key role in supporting clinical and management teams, enabling safe, well-led, and effective care delivery.
Responsibilities
Administrative & Office Management
* Oversee the daily administrative operations of the nursing home
* Manage reception, enquiries, calls, correspondence, and visitor logs
* Ensure efficient filing systems (paper and electronic) are maintained
* Coordinate office supplies, stationery, and admin resources
Compliance, Records & Governance
* Maintain accurate resident records, staff files, and compliance documentation
* Ensure records are inspection‑ready and meet CQC and local authority requirements
* Support audits, inspections, and information requests
* Ensure compliance with GDPR, data protection, and confidentiality standards
HR & Staffing Administration
* Manage staff personnel files, right‑to‑work checks, DBS documentation, and training records
* Support recruitment processes including adverts, interview coordination, and onboarding
* Monitor mandatory training, appraisals, and supervision records
* Liaise with payroll regarding starters, leavers, absences, and rota changes
Finance & Invoicing Support
* Process invoices, purchase orders, and expense claims
* Support fee administration, resident contracts, and funding documentation
* Liaise with local authorities, CCGs/ICBs, and finance teams as required
* Monitor petty cash and basic financial records in line with policy
Communication & Stakeholder Liaison
* Act as the first point of contact for families, professionals, and visitors
* Communicate professionally with GPs, local authorities, commissioners, and suppliers
* Support the Registered Manager with reports, letters, and meeting documentation
Operational Support
* Assist the Registered Manager with rota administration and staffing coordination
* Support complaints handling, incident documentation, and action tracking
* Contribute to quality assurance, service improvement, and policy implementation
Qualifications
* Previous experience in an administrative or office management role
* Experience within a healthcare, nursing home, or social care setting (desirable)
* Strong working knowledge of Microsoft Office and care management systems
* Understanding of CQC standards, GDPR, and compliance processes (desirable)
* Excellent organisational and time‑management skills
* High level of attention to detail and accuracy
* Professional communication and interpersonal skills
* Ability to handle confidential information appropriately
* Proactive, reliable, and able to work independently
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