Home Care Senior Administrator

About the role

We are currently seeking an experienced Senior Administrator to join our Home Care Team. This is the lead administrative role within the branch, covering business administration, recruitment, compliance and local marketing, together with day to day oversight of the branch administrative team.

As Senior Administrator you will be the operational backbone of the branch, ensuring the seamless running of our services and providing essential administrative and managerial support to the Branch Manager. Success in this position hinges on strong organisational, communication and leadership skills to ensure operational efficiency and regulatory compliance.

The ideal candidate will be capable of prioritising competing demands and working independently, making sound decisions without close supervision and knowing when to escalate. They should be self-motivated, commercially aware and demonstrate a high level of trustworthiness.

Given the integral role this position plays in our growth plans, we are seeking an individual unafraid to challenge the status quo and actively contribute to the business’s success across all levels.

This role includes on-call responsibilities and will be expected to provide cover for the Branch Manager during periods of absence.

Reports to: Domicilliary Branch Manager

Key duties and responsibilities

Administration and Office Management
•    Act as the senior administrative point of contact for the branch, including front of house and management of incoming calls, email and correspondence
•    Own the branch administrative systems and processes, including record keeping, data entry, filing and document control
•    Maintain accurate client and staff records across all company systems, ensuring data is current and GDPR compliant
•    Raise, check and reconcile invoices and process financial transactions, working closely with the central finance team
•    Identify and implement improvements to branch administrative processes rather than simply maintaining them

People and Recruitment
•    Lead the end to end recruitment process for the branch, from advertising and shortlisting through to onboarding and start date
•    Manage pre-employment compliance including DBS checks, right to work, references and induction paperwork
•    Maintain staff files to an audit-ready standard at all times
•    Provide day to day supervision, training and support to the branch administrative team, allocating work and monitoring quality
•    Support the Branch Manager with rota administration, absence recording and payroll submission

Compliance and Quality
•    Lead preparation for internal and external audits, including CQC inspection readiness
•    Monitor and report on compliance measures such as training completion, supervision and mandatory documentation
•    Log, track and support the resolution of complaints, concerns and feedback, escalating appropriately
•    Ensure branch documentation reflects current company policy and regulatory requirements

Growth, Marketing and Reporting
•    Handle incoming enquiries from prospective clients and their families, converting enquiries into care packages
•    Lead local marketing activity for the branch alongside the central marketing team, including community engagement, social content and recruitment marketing
•    Produce and circulate regular branch reporting on hours, staffing, recruitment and enquiry performance
•    Interpret branch data and highlight trends and issues to the Branch Manager, not simply report the numbers

Skills and attributes

Substantial experience in a senior administrative role, ideally within health and social care, domiciliary care or another regulated sector
•    Experience of supervising, mentoring or coordinating the work of others
•    Excellent IT skills, including a proven working knowledge of Microsoft Excel and Word and the ability to learn new systems quickly
•    Strong written and verbal communication skills with a clear and friendly telephone manner
•    Proven ability to handle requests and queries efficiently, politely and with discretion
•    Excellent organisational skills, with the ability to prioritise a varied workload and work both independently and as part of a team
•    High level of accuracy and attention to detail, particularly in record keeping and compliance documentation
•    Reliable, trustworthy and comfortable handling confidential information

Desirable
•    Experience of care management or rostering software such as Birdie, or a comparable system
•    Working knowledge of CQC regulations and the Key Lines of Enquiry
•    Experience of recruitment administration including DBS and right to work checks
•    Level 3 Business Administration qualification or equivalent
•    Experience of local authority or NHS contract administration
•    Full UK driving licence and access to a vehicle