Compliance Administrator

We have an amazing opportunity for a Compliance Administrator to join us at our Thame office - Brownbill Associates.

Brownbill Case Management has been established since 1992 and exists to deliver an outstanding case management service to children, young people and adults who have enduring and complex health conditions and injuries.

As part of the Active Care Group (ACG) Case Management Division, Brownbill Case Management Services (BAL) provides a specialist case management service primarily for individuals who have been affected by brain injury, spinal cord injury, Cerebral Palsy, complex orthopaedic injuries and amputation. We work across the Midlands, London and Home Counties, and South East regions.

About the role:

This role provides vital administrative and compliance support, ensuring adherence to CQC standards, health and safety regulations, and employment responsibilities. It involves managing training records, incident logs, audits, and quality assurance processes, while acting as a key liaison between case managers, senior management, and external stakeholders. The role requires strong organisational skills, attention to detail, and the ability to support effective communication and governance within the service.

What you'll be working:

• Full time 35 hours per week (Part Time Considered 30 hours per week minimum)
• Salary: Negotiable depending upon experience
• Thame Office Based

What you'll be doing:

Some of the key roles and responsibilties:

• Manage and monitor the compliance email inbox, ensuring all correspondence, incidents, concerns, referrals, and compliance-related enquiries are acknowledged, tracked, escalated where appropriate, and responded to promptly.
• Maintain and update incident reporting logs, compliance databases, and governance records, ensuring accurate recording of investigation status, actions taken, outcomes, and follow-up activities.
• Liaise with the Registered Manager, case managers, and other stakeholders to escalate risks, provide updates on compliance matters, and support the implementation and monitoring of corrective actions.
• Monitor incident trends, compliance breaches, audit findings, and performance data, identifying recurring themes, risks, and opportunities for service improvement.
• Oversee and maintain the organisation's training matrix and staff compliance records, ensuring training, qualifications, DBS checks, supervision records, and other mandatory documentation remain accurate, current, and compliant with regulatory requirements.
• Monitor training completion and compliance requirements, producing regular reports, issuing reminders for overdue actions, and supporting staff to access learning resources.
• Communicate updates relating to policies, procedures, compliance requirements, and mandatory training across the organisation.
• Conduct regular audits of client files, care records, and compliance documentation using established quality assurance frameworks and checklists.
• Identify gaps, areas for improvement, and non-compliance issues, providing feedback and recommendations to relevant stakeholders to support continuous quality improvement.
• Prepare audit summaries, compliance reports, governance reports, and improvement plans, collecting and analysing data to support organisational oversight and regulatory compliance.
• Assist with the planning, distribution, collection, and analysis of service user, family, and stakeholder feedback surveys to inform quality improvement initiatives.

Kindly refer to the attached Job description for detailed roles/responsibilities.

What you'll have:

• Have significant experience providing administrative support within busy team settings, demonstrating strong organisational skills.
• Demonstrate the ability to handle sensitive information with discretion and maintain high standards of professional practice.
• Participate in clinical or team meetings, taking minutes and following up on action points to support governance and operational efficiency.
• Be able to communicate effectively with a variety of stakeholders.
• Have competent IT skills with the ability to use Word, Excel, and Microsoft Outlook
• Have excellent organisational skills, attention to detail, and a thorough approach.
• Have the ability to prioritise workload effectively
• Knowledge of the care sector and CQC compliance would be an advantage but training will be provided.
• Be able to manager regular contact with demanding and difficult situations, with a wide range of both internal and external stakeholders, requiring highly developed and well-practiced communication and interpersonal skills. Ability to be flexible in communication style depending on the audience and subject.