Care Adminstrator

Scope of Responsibility

The Care Administrator is responsible for the effective day-to-day running of the office and for providing high-quality administrative support to the Registered Manager. The postholder plays a key role in supporting the safe, compliant, and efficient delivery of the Care at Home service in line with Care Inspectorate requirements and Caring Hearts LTD policies and procedures.

This role requires flexibility to support the changing needs of the service, and the postholder may be required to undertake other duties appropriate to the role in line with business needs.

Key Responsibilities

Office & Administrative Support

• Provide comprehensive administrative support to the Registered Manager.
• Maintain accurate and up-to-date records in line with GDPR, confidentiality requirements, and organisational policies.
• Prepare documentation and records for audits, inspections, and governance processes.
• Maintain effective office systems, filing systems, and administrative procedures.
• Provide support to staff and complete welfare calls for employees who are absent due to sickness or maternity leave.
• Complete telephone quality assurance calls and introductory calls and arrange care plan reviews as required with Service Users.
• Manage petty cash in accordance with organisational policies and financial procedures.
• Prepare and distribute accurate minutes for meetings held within the branch.
• Actively contribute to the implementation of operational plans and compliance frameworks.
• Identify opportunities for service improvement and innovation to support the organization’s strategic objectives.

PPE, Supplies & Stock Management

• Order and maintain adequate PPE stock in line with infection prevention and control guidance.
• Ensure PPE is readily available for care staff.
• Order office stationery and supplies as required.
• Monitor stock levels and usage and liaise with suppliers to ensure timely replenishment.
• Order uniforms and ID badges for staff as required.

Communication & Call Handling

• Act as the first point of contact for incoming telephone calls and general enquiries.
• Respond professionally to enquiries from service users, families, staff, and external professionals.
• Record messages accurately and ensure appropriate follow-up.
• Develop effective working relationships with other employees within the service

Governance & Compliance

• Support compliance with Caring Hearts LTD policies, procedures, and Care Inspectorate standards.
• Contribute to the safe delivery of services through accurate record keeping and effective administrative systems.
• Handle confidential and sensitive information in a professional and appropriate manner.
• Ensure compliance with medication policies, including eMAR checks and adherence to prescribed schedules.
• Daily ECM audits monitoring, investigating and communicating key findings

Person Specification

Communication and Collaboration:

• Build effective working relationships with service users, families, external agencies, and colleagues.
• Facilitate daily huddles to review priorities, progress, and challenges.
• Communicate changes in service user needs to families and multidisciplinary teams promptly.
• Ensure clear and timely communication of updates, incidents, and action items through email and diary entries.

Essential Criteria

• Excellent written, numerical and presentation skills. Good English - written and verbal
• Good IT skills, including Microsoft Word, Excel, Outlook, and Teams. Computer Literacy and entry of data into databases
• Strong organisational, communication, and interpersonal skills.
• Self-motivated, able to work under pressure and exercise clear judgment; with the ability to work quickly, accurately and discretely, using an organised approach to manage various workloads and deadlines with excellent attention to detail
• Administrative and clerical skills, including report writing, record keeping and scheduling
• Computer Literacy and entry of data into databases

Desirable Criteria

• Knowledge of Care Inspectorate standards and Health and Social Care Standards
• Relevant qualification in Business Administration or equivalent practical experience.
• Previous experience of working in a similar environment
• Minute-taking training or experience of preparing formal meeting records.
• SVQ/NVQ Level 3 or 4 in Business Administration, Management, or a related subject.
• Training in GDPR, confidentiality, and data protection.
• Basic finance or bookkeeping training relevant to petty cash and office processes.
• Experience in office management, coordination, or a senior administrative role.
• Experience of PPE ordering, stock control, petty cash, and audit preparation.