Care Operations Coordinator
Location: Littlehampton, West Sussex
Salary: £32,000 – £33,500 per annum (Dependent on Experience)
Job Type: Full-Time, Permanent
Hours: Monday to Friday, 40 hours per week
Join Our Growing Team
New Venture Care Ltd is a CQC-registered provider delivering high-quality domiciliary care and supported living services across West Sussex.
As our business continues to grow, we are looking for an experienced, organised and proactive Care Operations Coordinator to become a key member of our management team.
This is not a typical administration role. It is a pivotal position within the business where you will take ownership of our domiciliary care rota, recruitment, compliance, payroll preparation and day-to-day office operations. Working closely with the Directors and Registered Manager, you will help ensure the business operates efficiently while maintaining outstanding standards of care.
This role would suit someone who enjoys responsibility, thrives in a fast-paced environment and wants to grow into a senior operational role within an ambitious and expanding organisation.
Key Responsibilities
Staff Rota Management (Primary Responsibility)
- Take full ownership of the domiciliary care rota using Careberry.
- Create and manage weekly staff rotas.
- Manage all day-to-day rota changes including sickness, annual leave and emergency cover.
- Ensure all care calls remain fully staffed.
- Fill vacant shifts quickly and efficiently.
- Liaise daily with carers regarding availability and shift changes.
- Match carers appropriately to service users to promote continuity of care.
- Monitor staffing levels and identify future recruitment requirements.
- Reduce travel time and improve rota efficiency.
- Work closely with management to ensure safe staffing levels are maintained.
Recruitment & Onboarding
- Manage recruitment campaigns through Indeed and other job platforms.
- Screen applications and shortlist candidates.
- Conduct telephone interviews.
- Arrange face-to-face interviews.
- Issue interview confirmations.
- Obtain references.
- Complete Right to Work checks.
- Process DBS applications.
- Prepare employment contracts.
- Complete onboarding through Careberry.
- Ensure all recruitment compliance is completed before staff commence employment.
- Maintain accurate recruitment records and personnel files.
Compliance & Quality Assurance
- Maintain staff personnel files.
- Monitor mandatory training compliance.
- Track DBS renewals and expiry dates.
- Monitor probation periods and appraisal dates.
- Ensure staff documentation remains fully compliant.
- Support CQC compliance and quality assurance activities.
- Complete regular compliance audits.
- Prepare documentation for inspections.
- Maintain company policies and procedures.
- Ensure accurate electronic filing systems are maintained.
Payroll & Finance Administration
- Prepare the monthly payroll by checking staff hours, timesheets and attendance records.
- Ensure payroll information is accurate and submitted on time.
- Process mileage claims.
- Monitor annual leave records.
- Record sickness and absence.
- Reconcile Careberry hours against payroll reports.
- Investigate payroll queries.
- Maintain payroll records.
- Liaise with payroll providers and management to ensure payroll deadlines are met.
Office & Operations
- Manage the day-to-day running of the office.
- Answer incoming telephone calls professionally.
- Respond promptly to emails.
- Act as the first point of contact for staff, clients and healthcare professionals.
- Prepare reports, letters and business documentation.
- Organise meetings and diaries.
- Maintain office systems.
- Order office supplies.
- Support Directors with operational projects.
- Ensure office administration is completed efficiently.
Service User Administration
- Create and maintain service user files.
- Prepare care documentation.
- Update Careberry records.
- Support care plan reviews.
- Ensure documentation is completed accurately.
- Monitor returned paperwork from staff.
- Maintain confidential records in line with GDPR.
HR Administration
- Prepare offer letters and employment contracts.
- Maintain confidential HR records.
- Monitor probation periods.
- Arrange supervision and appraisal documentation.
- Record sickness and absence.
- Support disciplinary, grievance and return-to-work processes.
- Ensure HR files remain compliant.
Business Development & Marketing
- Respond to new care enquiries.
- Support onboarding of new service users.
- Liaise with families and professionals.
- Assist with recruitment marketing.
- Support company social media activity.
- Help prepare framework and tender applications.
- Build positive relationships with commissioners and healthcare professionals.
- Identify opportunities to improve business processes.
Performance & Reporting
- Produce weekly operational reports.
- Monitor KPIs including recruitment, compliance and staffing.
- Track training compliance.
- Report rota performance.
- Highlight operational issues to management.
- Suggest improvements to systems and processes.
- Support continuous business growth.
About You
We are looking for someone who is:
- Highly organised with exceptional attention to detail.
- Able to manage multiple priorities.
- Confident making decisions independently.
- Professional and approachable.
- An excellent communicator.
- Positive, proactive and solutions-focused.
- Passionate about delivering outstanding care.
- Comfortable working in a fast-paced environment.
- Ambitious and eager to progress.
Essential Requirements
- Previous experience in care coordination, office management or operations.
- Experience managing staff rotas.
- Recruitment and onboarding experience.
- Strong administration experience.
- Excellent organisational skills.
- Excellent IT skills including Microsoft Office.
- Strong written and verbal communication skills.
- Experience preparing payroll information.
- Full UK driving licence and access to your own vehicle.
- Right to work in the UK.
Please note: We are unable to provide visa sponsorship for this role.
Desirable
- Experience within domiciliary care or supported living.
- Experience using Careberry or similar care management software.
- Knowledge of CQC regulations.
- Understanding of employment compliance.
- Experience supporting business growth.
What We Offer
- Competitive salary of £32,000–£33,500 per annum (DOE).
- Company pension.
- Free on-site parking.
- Ongoing training and development.
- Career progression opportunities.
- A supportive and friendly management team.
- The opportunity to play a key role in the growth of an ambitious care provider.
Why Join New Venture Care?
At New Venture Care, we're building more than a care service—we're building a business with ambitious plans for growth across domiciliary care, supported living and specialist services.
This role offers genuine progression for someone who wants to become an integral part of the leadership team. You'll be trusted with responsibility, encouraged to bring new ideas and given the opportunity to develop your career as the business continues to expand.
If you're looking for a role where you can make a real impact, we'd love to hear from you.
To apply, please submit your CV along with a short covering statement explaining why you would be a great fit for New Venture Care.
Pay: £32,000.00-£33,500.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
Ability to commute/relocate:
- Littlehampton, West Sussex: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Have you been responsible for preparing payroll information (timesheets, hours, mileage, holidays, sickness)?
- Are you comfortable answering telephone calls and dealing with clients, staff and healthcare professionals?
- This role is office-based in Littlehampton, Monday to Friday. Are you able to commit to this working pattern?
Education:
- GCSE or equivalent (required)
Experience:
- Administrative: 2 years (required)
Licence/Certification:
- Driving Licence (required)
Work authorisation:
- United Kingdom (required)
Location:
- Littlehampton, West Sussex (preferred)
Work Location: In person
