Job Summary
We are seeking an organized and efficient Administration Assistant to support the smooth operation of our care company. The successful candidate will play a key role in managing administrative tasks, maintaining accurate records, and providing excellent service to staff, service users, and external stakeholders. This position requires strong communication skills, attention to detail, and a commitment to supporting the delivery of high-quality care services.
Key ResponsibilitiesAdministrative Support
- Manage day-to-day administrative tasks, including answering phones, responding to emails, and handling correspondence.
- Maintain and update electronic and physical records, ensuring compliance with data protection regulations (e.g., GDPR).
- Schedule and coordinate meetings, appointments, and training sessions.
- Prepare and distribute documents, reports, and communications as needed.
Staff and Service User Support
- Act as the first point of contact for queries from staff, service users, and external stakeholders.
- Assist with the onboarding process for new staff, including preparing documentation and updating HR records.
- Maintain staff rotas and assist with timesheet submissions and payroll queries.
- Support service users and their families with inquiries and general information.
Compliance and Record-Keeping
- Ensure all care plans, risk assessments, and other documentation are up-to-date and stored securely.
- Monitor compliance with care standards and assist with preparing for audits and inspections.
- Track training records and ensure certifications are current.
- Log and file incident reports, ensuring follow-up actions are documented.
Operational Support
- Order and manage office supplies, ensuring adequate stock levels.
- Assist with the coordination of events, such as training days and team-building activities.
- Support the team with any additional administrative tasks to maintain smooth service delivery.
Essential Qualifications and Experience
- Proven experience in an administrative role, preferably within a care or healthcare setting.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
Skills and Attributes
- High level of attention to detail and accuracy.
- Ability to manage multiple tasks and prioritize effectively.
- Friendly, approachable, and professional demeanor.
- Knowledge of confidentiality and data protection requirements.
- A proactive and flexible attitude, with the ability to adapt to changing priorities
Desirable Criteria
- Knowledge of care industry standards and regulations (e.g., CQC).
- Experience using care management or HR software.
- NVQ Level 2 in Business Administration or equivalent.
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Job Type: Full-time
Pay: £13.00 per hour
Benefits:
- Company pension
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (required)
- Administrative : 1 year (required)
Language:
- English (required)
Licence/Certification:
- Driving Licence (required)
Work Location: In person