Office Administrator

Harmonylane Care Limited; Bedford; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading domiciliary care service provider in Bedford is seeking an Office Administrator to support the efficient delivery of care services. The successful candidate will handle scheduling, client record management, and communication with care staff and external parties. Strong organizational and communication skills are essential. This position requires a friendly and professional approach to support our mission of providing exceptional care to service users.

Qualifications

• Ability to prioritize multiple tasks effectively.
• Confident in liaising with diverse stakeholders.
• Willing to undergo a full DBS check and provide references.

Responsibilities

• Create and manage staff rotas for client care visits.
• Maintain and update client records for accuracy and confidentiality.
• Act as point of contact for clients, families, and caregivers.
• Manage office operations, including supplies and payroll.
• Assist with monthly audits to ensure compliance with standards.
• Organize team meetings and training sessions.

Skills

Strong organizational and time-management skills

Excellent communication skills

Proficiency in Microsoft Office (Word, Excel, Outlook)

Attention to detail

Friendly and professional approach

Empathy in supporting high-quality care

Job description

Overview

As an Office Administrator, you will play a vital role in ensuring the smooth operation of our domiciliary care services. You will handle a variety of administrative tasks to support the efficient delivery of care, including scheduling, client record management, and liaising with care staff and external parties. This role requires excellent organisational skills, attention to detail, and a commitment to supporting our mission of providing exceptional care to service users. You will acting as PA for the Directors.

Responsibilities

• Care Coordination and Scheduling: Create and manage staff rotas to ensure adequate coverage for client care visits, coordinating with care workers to accommodate client needs and staff availability. Schedule home care visits and clinics, ensuring timely and efficient service delivery. Communicate schedules and updates to care staff and clients, addressing any last-minute changes or emergencies.
• Client and Staff Record Management: Maintain and update client records, including care plans, medication administration records (MAR sheets), and daily logs, ensuring accuracy and confidentiality. Update employee records, including training certifications, DBS checks, and performance reviews. Ensure compliance with Care Quality Commission (CQC) regulations by maintaining accurate and up-to-date documentation.
• Communication and Liaison: Act as a point of contact for clients, families, care workers, and external organizations (e.g., healthcare professionals, local authorities). Handle phone calls, emails, and other communications professionally, ensuring clear and compassionate interactions. Liaise with external parties, such as pharmacies or social services, to coordinate care requirements.
• Office Administration: Manage office operations, including ordering supplies, handling mail, and maintaining office equipment. Process payroll entries, invoices, and expense claims, ensuring timely and accurate financial administration. Support the Registered Manager with recruitment tasks, such as posting job adverts, coordinating interviews, and onboarding new staff.
• Compliance and Quality Assurance: Assist with monthly audits of MAR sheets, care plans, and other records to ensure compliance with CQC standards and company policies. Address complaints or concerns promptly, documenting and escalating issues as per company procedures. Support the implementation of health and safety policies, including risk assessments when required.
• Team Support: Assist with organizing team meetings, staff training sessions, and supervision reviews. Provide administrative support to the Registered Manager and other senior staff, contributing to the overall efficiency of the team. Foster a positive and collaborative office environment, supporting a team of dedicated care professionals.

Skills and qualifications

• Strong organizational and time-management skills, with the ability to prioritize multiple tasks.
• Excellent communication skills, both written and verbal, with confidence in liaising with diverse stakeholders.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and general computer literacy.
• Attention to detail and a commitment to maintaining confidentiality and data protection.
• A friendly, professional, and empathetic approach, with a passion for supporting high-quality care.
• Willingness to undergo a full DBS check and provide references.