Job Title
Admin Assistant
Location
North Cotswolds – Working from home with occasional travel for client visits as required.
About Us
The Bespoke Life provides bespoke companionship and home-support services across Gloucestershire and the Cotswolds. We focus on high quality, person-centred care, offering companionship, support with daily tasks, appointments, travel, and social activities to help clients live well and independently.
We are looking for a reliable, organised Admin Assistant with a care background to help manage our operations and support our clients, companions and management.
Purpose of the Role
The Admin Assistant will provide vital administrative and coordination support to ensure smooth operation of client visits, staff scheduling and management communications. In addition, they will step in to cover client-facing visits when staff are off sick or on holiday.
Key Responsibilities
Administration & Scheduling
· Serve as a main point of contact for enquiries, answer phones, respond to emails and general enquiries in a professional manner.
· Use our scheduling / care-planning system (Care Access Planner) to onboard new clients, plan and allocate client visits and update client visit schedules.
· Maintain accurate and up-to-date client and staff records (contact details, care-plans, visit history, any relevant notes).
· Manage diaries for managers, arrange appointments and coordinate visit allocations.
· Liaise with staff: assign visits/companions, coordinate cover for sickness/holiday and conduct occasional spot-checks to ensure quality of service.
· Handle general administrative tasks: filing, record-keeping, data entry, office communications and other ad hoc tasks as needed.
Client & Staff Support
· When required, step in for companions to carry out client visits (companionship, support with daily tasks, trips, appointments), ensuring continuity of service during staff absences.
· Act as liaison between clients, companions, staff and company management, ensuring smooth communication, scheduling and client/staff satisfaction.
· Support management communications, respond to client and family enquiries and follow up as needed.
Quality & Compliance
· Ensure all client documentation and care-plans are accurately maintained, updated and compliant with company procedures.
· Uphold confidentiality and data-protection standards when handling sensitive client and staff information.
· Support continuous improvement of admin processes and systems, proactively identify inefficiencies and suggest improvements.
Person Specification / Requirements
· Previous experience working in a care or companion/support environment (home care, social care, domiciliary care, or similar). A care background is essential to understand client needs, care-planning and basic care provision.
· Strong administrative and organisational skills, ability to manage multiple tasks (scheduling, data entry, diary management, record-keeping). As with typical admin roles, comfort with computers and common software (email, spreadsheets, databases) is a must.
· Excellent communication skills, verbal and written; friendly and professional manner when dealing with clients, families, staff and management.
· Flexibility and adaptability, willing to work part-time (2–3 days/week) and occasionally cover client visits if needed.
· Attention to detail, discretion, reliability and a caring, empathetic attitude.
· Ability to work independently, prioritise tasks and manage time effectively, while also being a supportive team player.
Employment Details
· Part-time: 2–3 days per week (flexible days, to be agreed).
· Occasional client visits: to cover staff sickness or holiday when required.
· Reports to: Owner and Manager
· Rate / Salary: [TBC]
· Other benefits: Training, flexibility, part-time workable schedule.
What We Offer
· A meaningful role in a compassionate, person-centred care/care-support business, making a real difference to clients' lives.
· Flexibility, part-time hours and a balance between admin work and occasional on-the-ground companion visits.
· Supportive, friendly working environment where staff wellbeing is valued.
Job Type: Part-time
Work Location: In person