Role: Office Administrator / Care Coordinator
Reports to: Registered Manager / Directors
Location: Blackburn (Office-Based)
Hours: 32.5 hours per week
Salary: £20585 starting
About Symbiotic Care
Symbiotic Care is a unique, enhanced, medically-led domiciliary care provider delivering high-quality home care each month across Blackburn and the surrounding areas.
Led by experienced medical Consultants and GPs, our service supports individuals with complex health needs, frailty, and learning disabilities through a robust multidisciplinary team (MDT) approach.
We combine medical expertise with compassionate, person-centred care to ensure safety, quality, and improved outcomes for every individual we support.
Purpose of the Role
The Office Administrator / Care Coordinator will provide comprehensive administrative and coordination support to ensure the smooth and efficient running of Symbiotic Care's operations.
This role is critical in maintaining compliance, coordinating care schedules, supporting recruitment and workforce processes, and enabling effective communication between carers, clients, and management.
The position is office-based in Blackburn and requires an organised, reliable, and proactive individual with strong attention to detail and a commitment to quality.
Key Responsibilities
1. Scheduling & Coordination
2. Prepare, update, and distribute weekly care rotas.
3. Ensure all care calls are assigned, covered, and accurately recorded.
4. Manage changes, cancellations, and cover for sickness or emergencies.
5. Communicate rota updates promptly to carers and clients.
6. Track and confirm care delivery hours for payroll and invoicing.
7. Communication & Customer Service
8. Act as the first point of contact for all office enquiries.
9. Handle calls and emails from carers, clients, families, and professionals.
10. Escalate care or safeguarding concerns immediately to the Registered Manager.
11. Build and maintain positive relationships with clients and external partners.
12. Provide professional and timely responses to all queries.
13. Compliance & Quality Assurance
14. Maintain accurate and up-to-date client records, including care plans, risk assessments, and MAR charts.
15. Ensure compliance documentation meets CQC standards and internal policies.
16. Support audits, spot checks, and inspection readiness activities.
17. Record and follow up on incidents, complaints, and medication errors.
18. Keep version-controlled logs of policies, audits, and quality evidence.
19. Workforce Administration
20. Maintain complete staff files including DBS checks, right-to-work, training, and references.
21. Track training compliance, appraisals, and supervisions.
22. Coordinate staff meetings, training sessions, and appraisals.
23. Manage staff contact lists and emergency information.
24. Support onboarding and induction for new employees.
25. Recruitment Support
26. Advertise vacancies, shortlist applicants, and arrange interviews.
27. Complete pre-employment checks and collect documentation.
28. Set up new employee records on care systems.
29. Maintain recruitment trackers and update progress.
30. Finance & Payroll Assistance
31. Collect and verify weekly timesheets and mileage records.
32. Cross-check data against rotas and care logs.
33. Provide verified hours and data to payroll and finance teams.
34. Assist with invoice preparation and reconciliation.
35. File and store all finance-related documentation securely.
36. Office Management & Systems
37. Maintain an organised, tidy, and professional office environment.
38. Keep filing systems up to date (digital and physical).
39. Monitor and order office and PPE supplies.
40. Manage correspondence, emails, and incoming post.
41. Maintain business trackers — audits, incidents, training, and compliance logs.
42. Management & Operational Support
43. Support the Registered Manager and Directors with reports, audits, and KPI tracking.
44. Prepare meeting notes, summaries, and data reports.
45. Assist with documentation for MDT coordination and professional meetings.
46. Provide administrative support for projects and service improvements.
47. Growth & Development Support
48. Assist in the setup of new care packages and associated documentation.
49. Record new enquiries, referrals, and outcomes.
50. Support tender submissions and compliance documentation.
51. Help manage company communications, including job postings and community outreach
Preferred Skills
Strong administrative and organisational skills
Experience in domiciliary or healthcare administration
Excellent written and verbal communication
Understanding of CQC compliance requirements
Proficient with Microsoft Office and care management systems
Experience using CarePlanner, Birdie, or similar software
Reliable, proactive, and professional
NVQ Level 2 or above in Health & Social Care or Administration
Ability to prioritise and manage multiple tasks
Experience supporting a Registered Manager or care office
Please note: the office timings will vary each day in a fixed rotational day manner and flexibility is a must for any applicant which applies for the role.
Previous experience in domiciliary care coordination is preferred.
This role is strictly office based.
Job Types: Full-time, Part-time
Pay: From £20,585.00 per year
Expected hours: 32.5 per week
Benefits:
* Free parking
* On-site parking
Work Location: In person