Compliance Administrator

Your Care Jobs Ltd; Cardiff; On-site; GBP 18,000 - 24,000; Full time

Job summary

Your Care Jobs Ltd in Cardiff, United Kingdom is seeking an Administrative Support Assistant to provide general administrative support, help maintain an organised office, and assist with staff wellbeing initiatives within a health and social care environment.

This entry-level role focuses on developing office, organisational and communication skills while handling filing, document preparation and basic data entry. A reliable, proactive approach is essential.

Qualifications

• Experience in general administration is helpful.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.

Responsibilities

• Answer telephone calls professionally and transfer calls where appropriate.
• Welcome visitors to the office and take accurate messages.
• Assist with general filing and organisation of paperwork.
• Scan documents into electronic filing systems and maintain filing accuracy.
• Prepare documents for meetings and training sessions and maintain stationery supplies.

Job description

Job Purpose

To provide general administrative support to the office team, ensuring that day-to-day administrative tasks are completed efficiently and accurately. The Administrative Support Assistant will help maintain an organised office environment, support staff wellbeing initiatives and assist with the preparation of documentation and office resources.

This role is ideal for someone beginning their career in administration who wishes to develop office, organisational and communication skills within a professional health and social care environment.

General Administration:

• Answer telephone calls professionally and transfer calls where appropriate.
• Welcome visitors to the office.
• Take accurate messages.
• Assist with general filing and organisation of paperwork.
• Scan documents into electronic filing systems.
• Print, photocopy and laminate documents.
• Prepare and label folders for new staff and service users.
• Check staff and client folders to ensure documents are complete and correctly organised.
• File completed paperwork accurately.
• Archive documentation in accordance with company procedures.
• Prepare documents for meetings and training sessions.
• Maintain stationery supplies and notify management when stock is low.

Office Organisation:

• Keep office storage areas tidy and organised.
• Restock PPE including gloves, aprons and other office consumables.
• Prepare induction packs and training folders.
• Organise noticeboards.
• Assist with maintaining meeting rooms.
• Support the preparation of audit paperwork.
• Assist managers with routine administrative tasks.

Staff Wellbeing Support:

Assist with organising staff wellbeing initiatives, including:

• Preparing refreshments.
• Setting up wellbeing sessions.
• Creating displays and information boards.
• Assisting with awareness campaigns.
• Supporting fundraising activities.
• Helping organise appreciation events.

Creative and Events Support

Assist with creating:

• Office decorations.
• Seasonal displays.
• Staff celebration boards.
• Certificates.
• Event decorations.
• Posters and information displays.
• Staff recognition materials.

Information Management

• Maintain confidentiality at all times.
• Handle documents securely.
• Ensure paperwork is stored correctly.
• Report any missing documentation to management.

Digital Administration

• Upload scanned documents.
• Save electronic files correctly.
• Rename electronic documents accurately.
• Assist with basic data entry.
• Support the administration team with electronic record management.

Health and Safety

• Keep work areas clean and tidy.
• Follow Health & Safety procedures.
• Report hazards immediately.
• Use office equipment safely.
• Follow infection prevention procedures when handling PPE.

Professional Responsibilities

• Behave professionally at all times.
• Maintain confidentiality.
• Follow company policies and procedures.
• Demonstrate honesty, integrity and respect.
• Treat colleagues and visitors courteously.
• Attend mandatory training.
• Participate in supervision and appraisal.
• Be punctual and reliable.
• Be willing to learn new administrative skills.

Safeguarding Responsibilities

• Although this is an office-based role, the Administrative Support Assistant must:
• Complete safeguarding awareness training.
• Report any safeguarding concerns immediately to management.
• Protect confidential information.
• Understand that safeguarding is everyone's responsibility.

Compliance:

• Ensure all activities and services comply with relevant regulatory requirements and internal policies.
• Stay up-to-date with changes in social care legislation and best practices.
• Assist with preparations for inspections and audits by regulatory bodies.

Training and Development:

• Oversee the planning and delivery of training programs for care staff.
• Identify training needs and facilitate relevant learning and development opportunities.
• Ensure all staff are up-to-date with mandatory training requirements.

Working Conditions:

• Full-time position
• On-call responsibilities as part of a rota system.