Position Overview
The Recruitment Administrator is responsible for supporting the full employee lifecycle, from recruitment and onboarding through to ongoing staff compliance, training, performance monitoring, and record management.
The role ensures all staff files are accurate, complete, and audit ready, supporting the company in meeting CQC regulations, local authority requirements, and internal compliance standards.
The post holder will maintain clear evidence trails for all tasks, including recording communication, chasing outstanding requirements, setting timelines, and documenting actions within staff journals and relevant systems.
Key Responsibilities
Recruitment & Onboarding
- Support and manage the recruitment process, including advertising vacancies (e.g., Indeed), reviewing applicants, arranging interviews, and supporting candidate selection.
- Work closely Care Coordinators to monitor staffing requirements and ensure vacancies are advertised to meet business demand.
- Complete all new starter checks and ensure recruitment documentation is collected, verified, and uploaded onto our CareLineLive system and SharePoint.
- Chase outstanding recruitment documents including: References, DBS checks, Right to work documents, Driving licences, Vehicle documents, Car insurance/business insurance and Training certificates
- Maintain clear evidence of all chasing activity, including emails, calls, dates, deadlines, and outcomes, ensuring this is recorded on staff journals.
- Prepare and issue offer letters and contracts using current company templates and letter-headed documents.
- Ensure new starters are handed over to Care Coordinators once all required checks are completed and they are ready for rota allocation.
- Arrange practical training for new starters and coordinate with trainers to ensure sessions are booked in line with availability.
- Ensure all new starters are enrolled onto online training modules.
- Send completed new starter information to the account’s team for payroll setup.
- Recruit external care staff where required, including roles such as cleaners or other support staff.
Staff Compliance & Record Management
- Maintain accurate staff records, ensuring personal information is up to date on SharePoint and CareLineLive, including Addresses, Names, Emergency contacts and Personal details
- Maintain and monitor staff compliance requirements, including Right to work checks, DBS checks, Driving licences, Car insurance/business insurance, Vehicle tax, MOT certificates and Training certificates
- Monitor DBS renewal dates and ensure applications are submitted in advance of expiry.
- Keep the staff training matrix updated with completed training, renewal dates, and outstanding requirements.
- Book mandatory training and refresher courses before expiry dates.
- Ensure all communication and compliance chasing is documented with clear timelines and evidence.
- Maintain audit-ready staff files in line with CQC and inspection requirements.
- Monitor outstanding compliance tasks and escalate concerns to management where deadlines are not being met.
Staff Support, Supervisions & Performance Monitoring
- Schedule and monitor staff supervisions, appraisals, spot checks, and competency assessments.
- Ensure new starters have their required compliance checks completed within their first three months, including: Supervisions, Spot checks and Competencies
- Complete outstanding supervisions where required and where not allocated to Care Coordinators.
- Maintain records of completed checks and ensure documentation is stored correctly.
Surveys, Feedback & Quality Monitoring
- Send staff and client surveys to gather feedback.
- Record and monitor survey responses.
- Support with analysing survey results
- Ensure feedback is documented and shared appropriately for management review.
Meetings & Reporting
- Support with taking meeting minutes, ensuring:
- Actions are recorded
- Responsibilities are allocated
- Deadlines are tracked
- Completed actions are saved in the correct folders
- Provide compliance reports when requested, ensuring all information includes evidence of actions taken, follow-up dates, and outstanding items.
- Ensure all requested reports or task updates are supported by clear audit trails.
Administration & Adhoc Responsibilities
- Provide general office administration support, including answering calls and supporting carers and Care Coordinators.
- Support managers with administrative tasks as required.
- Assist with ordering and maintaining PPE supplies, including gloves.
- Clear bookings and alerts alongside relevant team members.
- Support with printing, filing, uploading documents, and maintaining records.
- Mark training quizzes and upload completed documents into the correct folders.
- Complete any additional administrative duties required to support the smooth running of the service.
Expectations
- Maintain confidentiality and professionalism at all times.
- Ensure all records are accurate, complete, and maintained in line with company policies.
- Take ownership of compliance tasks and proactively chase outstanding actions.
- Maintain clear evidence trails through journals, emails, and system updates.
- Work collaboratively with managers, Care Coordinators, carers, and external providers.
- Ensure all work supports the company’s commitment to CQC compliance and high-quality care delivery.
Pay: £26,500.00 per year
Work Location: In person
