About Us:
At Hengoed Park, we believe that life should be vibrant, joyful, and filled with meaningful moments, no matter your age! Our residential home is more than just a place to live; it’s a thriving community where care, connection, and good humour go hand in hand.
Of course, keeping a home like ours running smoothly takes more than cups of tea and cheerful smiles. It takes organisation, attention to detail, and someone who enjoys making sure everything is in the right place.That’s where you come in!
We’re looking for a Business Support Assistant to help keep our care home running smoothly—if you can juggle phones, paperwork, and the occasional printer meltdown, we want to hear from you! Join our friendly team where every day is different, laughter is encouraged, and your support makes a real difference.
If that sounds like your kind of workplace, we’d love to hear from you.
Your Role:
As our Business Support Assistant, you'll be the behind-the-scenes hero who helps keep Hengoed Park running like a well-oiled (and well-loved) machine. From managing administrative tasks and coordinating day-to-day office activities to supporting the management team, you'll play a key role in the smooth running of our home.
You'll be the go-to person for keeping everything organised, whether that's handling enquiries, maintaining accurate records, coordinating meetings, or ensuring paperwork is up to date. With your attention to detail, positive attitude, and friendly approach, you'll help create an efficient and welcoming environment for our residents, families, colleagues, and visitors every day.
Role Purpose: Working in line with Hengoed Park’s values; Working in line with our values; You will work across the business to provide business support and administration to achieve work objectives and business priorities, including but not limited to the duties below. You’ll help to ensure that our home runs efficiently, compliantly, and with care at its heart.
Business & Administrative Support
- Provide diary co-ordination and administrative support to meetings, including circulation of actions, minutes, preparation of reports, filing, and archiving
- Answer incoming telephone calls promptly and professionally, directing calls to the appropriate department or individual
- Support with scheduling meetings, appointments, and diary management
- Archive records (staff, resident, and business documentation) in line with record keeping and confidentiality policies
- Support with contractor management, including obtaining and tracking DBS checks and certificates of liability insurance to ensure compliance before work commences
- Maintain office supplies and liaise with suppliers/contractors
- Support the Department Heads, Head of Business Operations and Registered Managers with reports, audits, and compliance paperwork
- Undertake other ad hoc administrative duties to support the smooth running of the home, remaining flexible to the changing needs of the business
- Support with interviewing candidates, including scheduling, note-taking, and participating in interview panels as required
- Provide administrative support to the recruitment and induction process, ensuring Safer Recruitment procedures are followed at every stage
- Help ensure candidates have a positive experience when engaging with the business throughout the recruitment journey
- Support the delivery of new starter induction, ensuring a smooth and welcoming start for all new employees
- Assist with HR administration, maintaining accurate employee records via Breathe HR software
- Prepare offer letters, contracts of employment, variation letters, and off-boarding/leaver letters
- Process referrals to Occupational Health as required
- Assist with staff and resident records, ensuring confidentiality and GDPR compliance
- Provide support with the review and authorisation of staff timesheets
Financial Administration
- Manage and reconcile petty cash, including recording transactions, receipts, and monthly reconciliations
- Process resident personal allowance transactions accurately and in line with company policy
Front of House / Reception (Future Development)
These duties are not part of the role on commencement. They are currently in the pipeline as the home's front of house offer develops and are expected to be phased into this role at a later date, with full training and support provided. They are listed here to give a clear picture of how the role may grow over time:
- Warmly greet residents, families, visitors, and healthcare professionals
- Manage the reception area and handle general enquiries
- Sign in/out visitors in line with safeguarding and security procedures
- Handle incoming and outgoing post and deliveries
- Act as a positive, professional first impression of the home
General
- Subscribe to and align all your work with Hengoed Park’s values of humanity, collaboration, communication and outcomes.
- Attend regular staff meetings and one to ones adopting a pro-active approach. Provide feedback to the management team on any aspect of the working of the home.
- Develop effective working relationships with other employees within the service managing any areas of disagreement in an collaborative manner.
- Adhere to existing working practices, methods and procedures. Undertake relevant training and development activities and respond positively to new and alternative systems.
- To maintain care skills at current level and to undertake such training and development as may be required.
- Take responsibility for the health and safety of oneself and others in the workplace, particularly in respect of: Risk assessment, Accident reporting, Lone working procedures
- Risk management- ensuring you use chemicals in accordance with our COSHH policy.
- Ensure that you contribute positively to the safeguarding culture at Hengoed Park and if you become aware of real or suspected abuse report it promptly as required by the Safeguarding procedure.
Experience
Items marked with an E are considered Essential. Items marked with a D are considered Desirable.
- Previous experience in an administrative or HR support role - E
- Experience in a care home or wider health/social care setting - D
- Experience of minute taking and providing administrative support to meetings - E
- Experience supporting recruitment, interviews, and/or induction processes-D
- Experience of recruitment and onboarding, creating job postings, candidate screening, interviews, pre-employment checks -E
- Experience of employee records management, maintaining personnel files, contracts and right to work documentation -E
- Experience of HR administration, maintaining HR systems, tracking probationary periods and sickness absence -E
- Experience of handling cash and basic financial record-keeping, e.g. petty cash -D
Skills & Abilities
- Competent user of Microsoft Office (Word, Excel, Outlook) -E
- Strong written and verbal communication skills -E
- Well organised, with strong attention to detail and accuracy -E
- Understanding of confidentiality and GDPR in an employment/care setting - E
- Ability to manage time effectively, prioritising when required, managing expectations and meeting deadlines - E
- Able to work effectively as a part of a team and exercise independence when needed - E
- Able to build positive relationships with residents and colleagues - E
- Pays close attention to detail - E
- Able to proactively solve problems knowing when to escalate matters - E
Behaviours
- Has a strong work ethic, is reliable and flexible - E
- Warm, professional, and approachable manner - E
- Is trustworthy with high levels of personal integrity - E
- Has high standards of personal presentation - E
- Ensures own punctuality - E
- Acts with kindness, patience, empathy and compassion - E
- Is pro-active and accountable for own actions - E
- Flexible and adaptable to changing business priorities -E
Qualifications
- CIPD Level 3 qualified or NVQ Level 3 in Business Administration - D
- Valid driver’s license - D
Job Types: Full-time, Permanent
Pay: £29,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
