Office Administrator

Excellent care Ltd.; Tandridge; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organization in Tandridge is seeking an Office Administrator to handle enquiries, manage staffing schedules, oversee records in compliance with data protection laws, and support recruitment. The ideal candidate should possess a degree and at least one year of relevant experience, with strong organizational and communication skills. This role is essential in fostering a culture of continuous improvement and teamwork.

Qualifications

• A degree and at least 1 year of experience in healthcare or administrative roles are preferred.

Responsibilities

• Serve as point of contact for all incoming enquiries ensuring professional responses.
• Maintain and manage staff rosters and office scheduling systems.
• Oversee and update internal records in compliance with GDPR.
• Prepare documentation as requested by management.
• Manage office supplies and coordinate maintenance requests.
• Support recruitment processes including scheduling interviews.
• Assist with onboarding activities for new employees.
• Keep personnel files and compliance checklists up to date.
• Act as liaison with clients, handling service enquiries.
• Monitor and track deadlines for company certifications.
• Assist in organizing staff meetings and recording minutes.

Skills

Experience in healthcare or administrative roles

Communication skills

Organizational skills

Education

Degree in a relevant field

Job description

Position

Office Administrator

Qualifications

• A degree and at least 1 year of experience in healthcare or administrative roles are preferred

Responsibilities

• Serve as point of contact for all incoming enquiries via telephone, email, and face-to-face interactions, ensuring professional and timely responses.
• Maintain, update, and manage staff rosters, shift allocations, and office scheduling systems to ensure optimal workforce coverage.
• Oversee and update internal trackers, databases, and client records in strict compliance with GDPR and data protection policies.
• Prepare, draft, and format letters, memos, reports, and other documentation as requested by management.
• Maintain accurate filing systems and securely archive documents in line with data protection regulations.
• Manage office supplies, utilities, and coordinate maintenance requests to ensure a well-functioning work environment.
• Support recruitment processes by coordinating shortlisting, scheduling interviews, issuing offer letters, and communicating with candidates.
• Assist with induction and onboarding activities for new employees, ensuring smooth integration into the organisation.
• Keep personnel files, right-to-work documentation, and compliance checklists up to date and readily accessible.
• Act as a liaison with domiciliary care clients, handling service enquiries and providing timely updates.
• Maintain detailed logs of company vehicle checks, insurance, MOTs, and oversee renewal schedules for the business fleet.
• Monitor and track deadlines for key company certifications, including ICO, CQC, and insurance, ensuring all renewals are completed promptly.
• Support the implementation and continuous improvement of office procedures and quality standards.
• Escalate urgent issues or service disruptions to senior management promptly and efficiently.
• Assist in organising staff meetings, including preparing agendas, distributing meeting materials, and accurately recording minutes.
• Foster a culture of continuous improvement, teamwork, and excellent customer service throughout all administrative activities.