Job Title: Receptionist / Administrator / Care Coordinator
Department: Operations
Reports To: Registered Manager / Operations Manager
Employment Type: Full-time
Salary: (depending on experience)
Job Purpose
To provide professional reception, administrative, and care coordination support to ensure the smooth day-to-day operation of the company. The role is responsible for delivering excellent customer service, coordinating care staff and rotas, maintaining accurate records, and supporting compliance with CQC standards.
Key Responsibilities
Reception Duties
- Welcome visitors professionally and courteously.
- Answer telephone calls and respond to email enquiries promptly.
- Handle enquiries from clients, families, professionals, and staff.
- Manage incoming and outgoing correspondence.
- Maintain a professional reception area.
Administration Duties
- Maintain accurate electronic and paper records.
- Prepare staff files and service user documentation.
- Support recruitment administration, including interview scheduling, references, DBS applications, and onboarding paperwork.
- Monitor staff training records, right-to-work documentation, and compliance.
- Order office supplies and maintain office equipment.
- Prepare reports, letters, and meeting minutes.
- Support audits and CQC compliance documentation.
- Ensure confidential information is stored securely in line with GDPR.
Care Coordination Duties
- Produce and manage staff rotas using care scheduling software.
- Allocate care visits based on staff availability, skills, and client needs.
- Manage short-notice changes, sickness, holidays, and emergency cover.
- Liaise with care staff regarding schedules and updates.
- Ensure continuity of care wherever possible.
- Communicate with clients and families regarding visit arrangements.
- Assist with onboarding new service users and care package setup.
- Monitor missed visits and ensure issues are resolved promptly.
- Support incident reporting and follow-up actions.
- Maintain accurate care schedules and service user records.
General Responsibilities
- Support the Registered Manager with daily operational activities.
- Work closely with the management team to ensure high-quality service delivery.
- Maintain confidentiality at all times.
- Promote the company's values of dignity, respect, compassion, and person-centred care.
- Attend training, supervision, and team meetings.
- Assist with other administrative duties as required.
Person Specification
Essential
- Previous experience in administration or office management.
- Excellent organisational and time-management skills.
- Strong communication and customer service skills.
- Good knowledge of Microsoft Office (Word, Excel, Outlook).
- Ability to prioritise workload and work under pressure.
- Professional telephone manner.
- High level of accuracy and attention to detail.
- Ability to maintain confidentiality.
Desirable
- Experience within health or social care.
- Experience with care rostering/scheduling software.
- Knowledge of CQC regulations and domiciliary care compliance.
- NVQ Level 3 in Business Administration or Health & Social Care.
- Experience coordinating care staff or managing rotas.
Benefits
- Competitive salary.
- Company pension.
- Paid training and development.
- Support towards further qualifications.
- Career progression opportunities.
- Annual leave entitlement.
- Employee Assistance Programme (where applicable).
- Friendly and supportive working environment.
Pay: £24,420.00-£42,918.75 per year
Work Location: In person
