Associated Wellbeing Ltd
Office Administrator, Job Description
Burnley Town Centre | Full-time Permanent | 37.5 hours per week
Job Title
Office Administrator
Location
Burnley Town Centre / Associated Wellbeing Offices
Reporting To
Director of Quality and Compliance
Contract Type
Full-time, permanent
Hours
37.5 hours per week, normally 09:00 to 17:00 or similar (7.5hours per day with 60 minute break)
Salary
£13.50 to £15.00 per hour, dependent on experience
Our Mission
Associated Wellbeing provides mental health care and support to young people of any gender from age 8 to 25. Our team supports young people with complex mental health, emotional and behavioural needs through evidence-based therapeutic care, including DBT-informed practice. We aim to help young people build resilience, stabilise during crisis and, where appropriate, transition safely back to family or community settings.
Job Purpose
The Office Administrator will provide highly organised administrative support to the Director of Quality and Compliance and wider central office functions. The post-holder will support CQC and Ofsted compliance administration, assist with HR and finance administration as required, and help maintain a professional, welcoming and well-run office environment.
This role is suited to someone who is extremely organised, calm under pressure and confident managing competing priorities. The post-holder will often handle confidential and sensitive information, so accuracy, discretion and attention to detail are essential.
Key ResponsibilitiesA. Support to the Director of Quality and Compliance
· Provide direct administrative support to the Director of Quality and Compliance, including diary support, document preparation, correspondence and follow-up actions.
· Prepare, format and maintain documents, trackers, reports and evidence folders linked to quality assurance, compliance monitoring and regulatory readiness.
· Support the coordination of compliance actions, audits, reviews and improvement plans, ensuring tasks are logged, followed up and completed on time.
· Assist with meeting preparation, agenda setting, minute taking and action tracking for compliance, governance and operational meetings.
B. CQC and Ofsted Compliance Administration
· Support the compliance team with maintenance of accurate records and evidence required for CQC, Ofsted and internal compliance purposes.
· Assist with gathering and organising documentation for inspections, audits, monitoring visits and regulatory reporting.
· Maintain organised compliance files, trackers and records so that information can be accessed quickly and confidently when required.
· Support safer recruitment, staff compliance and service-level record checks where required, in line with company procedures.
C. Office, Reception and Communication Duties
· Act as a professional first point of contact for visitors, staff, external agencies and professionals attending or contacting the office.
· Carry out reception duties, including greeting visitors, answering calls, managing messages, handling post and supporting general enquiries.
· Ensure visitors follow safeguarding procedures, including signing in, identity checks and appropriate supervision while on site.
· Maintain a calm, organised and professional office environment.
D. HR Administration Support
· Provide administrative support to the HR team as required, including preparing documents, updating trackers, arranging meetings and supporting employee record keeping.
· Handle employee information confidentially and in line with GDPR and company procedures.
· Support onboarding, training, compliance checks and other HR processes where required by HR.
E. Finance Administration Support
· Provide administrative support to the finance function as required, including invoice processing, purchase orders, petty cash records, supplier information and budget-related administration.
· Maintain accurate records for office supplies, stock, contracts and other resources.
· Support the Director of Quality and Compliance and finance team with financial administration linked to compliance, services and office operations.
F. Governance, Meetings and Projects
· Take clear and accurate meeting minutes, record actions and follow up with relevant colleagues where required.
· Support the organisation of training days, review meetings, multi-agency meetings, internal events and visits.
· Assist with administrative projects across compliance, HR, finance and operations where required.
G. Health, Safety and Confidentiality
· Support office-based health and safety administration, including records, risk assessments and premises-related checks where required.
· Maintain confidentiality at all times when handling sensitive information about young people, staff, services, families and external professionals.
· Escalate concerns, missing information or compliance risks promptly to the appropriate manager.
Experience
· Experience in a busy administrative role, ideally within health and social care, education, children’s services or another regulated environment.
· Experience managing multiple tasks, deadlines and competing priorities.
· Experience handling confidential information accurately and professionally.
· Experience supporting compliance, governance, HR, finance or senior leadership administration is desirable.
· Experience using Microsoft Word, Excel, Outlook and other administrative systems. Experience using Bright HR or similar systems is desirable.
Knowledge and Skills
· Excellent organisational and time-management skills, with the ability to keep records, trackers and documents accurate and up to date.
· Strong written communication skills and the ability to prepare clear correspondence, minutes and reports.
· Good understanding of confidentiality, GDPR and professional boundaries.
· Awareness of safeguarding expectations in a children’s services environment.
· Good ICT skills, particularly Microsoft Office, email, document formatting and spreadsheets.
· Ability to prioritise, use initiative and follow tasks through to completion.
· High attention to detail and the ability to spot missing, inconsistent or inaccurate information.
Personal Qualities
· Extremely organised, methodical and reliable.
· Calm, professional and solution-focused under pressure.
· Welcoming and confident when dealing with visitors, staff and external professionals.
· Discreet and trustworthy when handling confidential information.
· Proactive, flexible and willing to support different departments when required.
· Able to maintain professional boundaries in a health and social care environment.
Safeguarding Statement
Associated Wellbeing is committed to safeguarding and promoting the welfare of children and young people. The successful candidate will be expected to follow all safeguarding policies and procedures and may be subject to safer recruitment checks appropriate to the role.
Equal Opportunities
Associated Wellbeing is committed to promoting equality, diversity and inclusion and expects all staff to work in line with the company’s values, policies and professional standards.
Pay: £13.50-£15.00 per hour
Benefits:
- Company pension
- Employee discount
Work Location: In person
