Office Administrator

At Abacus the people we support are at the heart of everything we do. This position is suited to a determined and motivated individual, who will help the company develop and grow.

Job Role: Office Administrator

Team: Operations Team

Responsible to: Finance Director

Full or Part time: Full Time

Hours of work: 40 hours per week

Office Based

Salary: £25,000-£28,000 per annum, plus benefits

Annual Leave: 20 Days + 8 Bank Holidays, + 1 additional day per year of service (up to maximum of 5 extra days)

Location

This is an office-based role - Abacus Care & Support’s Head Office is in Letchworth Garden City. There may be occasions where there isn’t a need to be in the office, however, that will defined by the needs of management.

You will not be required to work outside the United Kingdom, but should expect to undertake occasional, reasonable travel (including at our offices/services, or at scheduled events).

About the business

At Abacus Care & Support, we are dedicated to providing a Supported Living environment for the People We Support where their needs are holistically met. Our friendly, hardworking team commit themselves to achieving this goal.

The People We Support are adults with learning disabilities, learning difficulties, acquired brain injury, complex needs, behavioural challenges, mental health conditions and physical disabilities and other associated health needs.

The priority of Abacus' service is to ensure the People We Support receive specially considered support, individual to their needs. We strive to prioritise the dignity and independence of People We Support who, at all times, will remain the heart of the service.

Abacus’ care and support method reflects our belief in the value of the People We Support. All aspects of your role will serve to promote and ensure our care and support method is carried out to an exceptionally high standard.

The care and support Abacus Care & Support provides is:

• Safe – People We Support deserve to expect safety from the service they receive and the environment they live in. All staff have a duty of care towards People We Support and will meet standards set by Abacus and the Care Quality Commission. This includes undertaking regular training to keep an active, working knowledge of how best to keep People We Support, colleagues and yourself safe.
• Rooted in communication – Communication is essential for openness and transparency; it also increases understanding. Staff are expected to communicate appropriately and accessibly with People We Support about the support they receive, listening to their views and wishes. Staff should role-model supportive communication with their colleagues.
• Collaborative – Collaboration allows us to share and benefit from one another’s unique gifts and contribution. Staff work with their team and colleagues, as well as People We Support and their support network, to establish and enact best possible support for individuals. Staff will encourage independence in People We Support, involving them in decisions.
• Compassionate – Approaching situations with empathy and understanding will encourage People We Support to feel safe. Staff will assist People We Support in a patient, friendly and compassionate manner.
• Ambitious – Abacus homes are a safe place to challenge yourself to grow. Staff will encourage People We Support to grow in independence by promoting healthy challenge and positive risk taking.
• Community focused – Adults with additional needs often face challenges when it comes to safe and welcomed interaction with others. Staff will encourage an atmosphere of togetherness, advocating for People We Support and supporting them to establish and maintain healthy relationships.

Job Summary

The position of Office Administrator is a varied and rewarding role for a highly organised and proactive individual who thrives on supporting others and keeping operations running smoothly.

You will take the lead on core office management duties, whilst working closely with the leadership team and gaining hands-on experience in multiple areas of business operations.

We need someone who is very organised, tech savvy, pro-active and can work autonomously at times, as well as part of a team. As a growing business, not all of our processes have fully evolved – we would like someone who likes to challenge the status quo and strive to continuously improve and optimise the business.

We expect staff to ascribe to the Abacus Care & Support mission and values, and to work in line with our policies and safeguarding practices.

Job Role Overview

Job Description

The Office Administrator will provide critical organisational and administrative support to 4 key areas of the business:

• HR/People
• Finance
• Property compliance and administration
• Business development and service support

Allocated Responsibilities under CQC registration (if applicable)

This post does not have any registered responsibilities under CQC registration. However, all staff must contribute to ensuring compliance with CQC (and other legal requirements) within their job role.

Core Accountabilities and Responsibilities

HR and People support:

• Governance & Planning: Support preparation for the Board Awayday (quarterly setup), HR reporting, team meetings.
• HR Compliance: Including RTW/ID/reference checks on new/existing employees and suppliers
• People Management: Supporting performance management (probation, appraisals, investigations).

Recruitment: Support recruitment, onboarding, and induction activity

Finance Administration support:

• Approve staff rotas
• Manage payroll enquiries
• Maintain the rota software
• Review and approve mileage and expenses
• Product ordering
• Support the management of company assets
• Manage the company general inbox

Property Compliance and Administration:

• New Service onboarding (e.g. registration, Staff Room setup, Council Tax, Utilities, RP Referral forms submitted to Housing Association/ RP, bins, Wi-Fi, inventory, compliance docs, etc)
• Coordinate property maintenance jobs
• Build a process of out of hours maintenance
• Manage and maintain an approved supplier list
• Conduct staff room inspections
• Instruct payments to suppliers

Business development and service support:

• Track the pipeline
• Support the migration of a number of key IT systems
• Maintain relationships with key suppliers
• Support the Finance Director with monthly board packs and reporting
• Attend Industry events and awards ceremonies
• Nurture partnerships with local authorities, housing organisations and landlords

Qualifications/Skills/Experience

Education and Qualifications

You are not required to hold specific qualifications prior to commencement, and you will receive sufficient support and training. However, a background in administration, business support or similar would be beneficial.

Experience

You will have proven experience of:

• Working in a Personal Assistant, Executive Assistant, or senior administrative support role
• Supporting senior leaders, including diary and inbox management
• Managing a varied workload and coordinating across multiple functions
• Maintaining and improving administrative processes and systems
• Organising meetings, preparing documentation and taking accurate minutes
• Handling confidential information with discretion
• Using IT systems confidently, including Microsoft Office applications

Communication

You will be somebody who:

• Communicates clearly and effectively, both verbally and in writing
• Builds positive working relationships with colleagues across all departments
• Maintains professionalism when liaising with external contacts and stakeholders
• Welcomes feedback and collaboration
• Can tailor communication style for different audiences

Values

You will be somebody who:

• Is trustworthy and acts with integrity
• Is committed to providing high quality internal support
• Is respectful, professional, and approachable
• Understands the importance of discretion and confidentiality
• Values equality, inclusion, and the contribution of every team member
• Shows kindness and consistency in their approach to others
• Is enthusiastic about enabling others to do their best work

Approach to Work

You will be somebody who:

• Is proactive, self-motivated and organised
• Can work well independently and as part of a small, collaborative team
• Uses initiative and solves problems confidently
• Prioritises tasks effectively and responds calmly to changing demands
• Is open to learning and trying new systems or ways of working
• Pays attention to detail and follows through on commitments
• Enjoys supporting others and improving systems behind the scenes

Other

We would be keen to hear from you if you have:

• Experience working in a care-providing or multi-site organisation
• Familiarity with platforms such as BambooHR, Deputy, BrightHR, Coho, or similar
• Knowledge of data protection, confidentiality and basic compliance
• An interest in supporting mission-driven or community-focused organisations
• A home base in Hertfordshire or North London
• A valid driving licence

Job Type: Full-time

Pay: £25,000.00-£28,000.00 per year

Ability to commute/relocate:

• Letchworth SG6 1GJ: reliably commute or plan to relocate before starting work (preferred)

Experience:

• Administrative: 1 year (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person