Job Introduction
ORGANISATION BACKGROUND
Avant was set up to provide high-quality care and sustainable care services and to support people living in the community. Avant are continually investing in quality, training and in improving the ways in which we work. We want the company to be a great place to work and want all staff to help make this happen.
Avant would like to provide an excellent standard of support and care in the community and in care settings. We aim to grow nationally across the UK and want to ensure that our staff and customers are at the heart of everything we do.
OUR COMPANY VALUES
Aspirational= to give outstanding quality of care to every single person
Virtue= to have moral excellence
Accountability= to be responsible and learn from our mistakes
Nurturing= to be always caring and compassionate
Trustworthy= to be totally open and honest
BACKGROUND
The Personal Assistant / Administrator to the Operations Director provides high quality administrative, organisational and coordination support to ensure the Operations Director can manage operational priorities effectively. The role supports communication, diary management, meetings, action tracking, reporting, document control and general operational administration across Avant.
The post holder will be expected to work with professionalism, confidentiality and accuracy, supporting a fast-paced care environment where clear communication, reliable administration and timely follow-up are essential to safe, effective and well-led services.
PURPOSE OF POST
To provide proactive personal assistant and administrative support to the Operations Director, helping to ensure that operational priorities, meetings, deadlines, records and communications are managed efficiently.
To support the smooth running of operational administration across Avant by maintaining accurate records, preparing documents, coordinating information, tracking actions and assisting with communication between branches, managers, internal departments and external stakeholders.
JOB DESCRIPTION
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Work within the company’s Health and Safety Policy and ensure safe working practices are followed.
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Adhere to and actively promote the company’s Equality, Equal Opportunities and Diversity Policy and Procedures.
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Provide confidential PA and administrative support to the Operations Director, including diary management, meeting coordination, correspondence and action tracking.
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Manage and prioritise appointments, meetings, calls and follow-up actions to support effective use of the Operations Director’s time.
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Prepare agendas, notes, minutes and action logs for operational meetings, ensuring actions are clearly recorded, allocated and followed up within agreed timescales.
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Draft, format and proofread letters, emails, reports, newsletters, briefing notes, policies, procedures and other documents as required.
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Maintain organised electronic and paper filing systems so that information can be located quickly and records are kept in line with company requirements.
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Support the Operations Director with monitoring operational priorities, deadlines, projects and improvement actions across the branches.
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Collate information from managers and departments, including updates relating to staffing, training, audits, customer care, complaints, incidents, safeguarding, quality assurance and operational performance.
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Assist with preparing reports, spreadsheets, trackers and summaries to support operational oversight and decision making.
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Support preparation for audits, contract monitoring, commissioner meetings, provider forums, CQC-related activity and internal quality assurance reviews.
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Coordinate information requests from branches and follow up outstanding documents, actions or evidence in a professional and timely manner.
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Assist with maintaining accurate staff, customer, training, compliance and operational records where required.
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Support communication between the Operations Director, Registered Managers, Branch Managers, HR, Training, Quality, Finance and other internal teams.
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Handle incoming queries professionally, redirecting matters appropriately and escalating urgent or sensitive issues promptly.
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Assist with arranging interviews, meetings, supervision sessions, training events, operational reviews and staff communications where required.
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Support with recruitment and onboarding administration where required, ensuring documents are complete, accurate and clearly filed.
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Assist with monitoring complaints, compliments, incidents, safeguarding actions and quality improvement logs as directed.
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Use company IT systems effectively and ensure information is accurate, up to date and stored securely.
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Maintain confidentiality at all times and ensure that information gained in the course of the role is not divulged to third parties.
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Pay maximum attention to data protection, cyber security and information governance, including no sharing of passwords and safe handling of personal information.
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Promote a positive, professional and helpful approach when dealing with customers, families, care staff, managers, commissioners and external professionals.
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Work within company policies and procedures and support the Operations Director to ensure documents and processes are kept under review.
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Support environmental good practice by reducing unnecessary printing and using online records wherever possible.
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To be organised, accurate and a completer / finisher, ensuring administrative tasks are followed through from start to finish.
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To think ahead, identify administrative improvements and support better ways of working across the operational team.
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To be responsible for keeping your own workspace clean and tidy and to follow the company’s cleaning policy.
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You may also be required to carry out such additional or alternative tasks from time to time as may reasonably be expected to meet operational requirements and business needs.
PERSON SPECIFICATIONS
Qualifications
Good standard of education
Good literacy and numeracy skills
Strong written English and attention to detail
Confident use of Microsoft Office, Outlook, Word and Excel
Willingness to undertake relevant training required for the role
Administration, business support, customer service or health and social care qualification
Minute taking, project coordination or data protection training
Experience
Experience in an administrative, PA, office support or coordination role in care sector
Experience of diary management, meeting coordination and minute taking
Experience of preparing, formatting and maintaining documents and records
Experience in a care, healthcare, regulated service or multi-branch organisation
Ability to manage confidential information appropriately
Ability to work with managers, staff and external professionals
Experience of using IT systems to track actions, deadlines and records
Experience supporting senior managers or directors
Experience supporting audits, quality assurance, HR administration, recruitment administration or compliance records
Skills / Attributes
Excellent communication skills
Excellent organisation and prioritisation skills
Accurate, reliable and detail-focused
Good administrative and IT skills
Able to prepare clear notes, letters, emails and reports
Able to maintain action logs and follow up tasks
Able to work under pressure and manage competing deadlines
Confident, professional and welcoming telephone manner
Able to use discretion and maintain confidentiality
Self-motivated and proactive
Flexible and willing to support operational needs
Positive team player
Calm, practical and solutions-focused
Caring and passionate about high quality services
Ability to cope with change
Ability to improve systems and processes
Confidence in using spreadsheets, trackers and SharePoint / Teams
Understanding of person-centred care, safeguarding and CQC regul
