Job Purpose
The Group Operations Coordinator is the CEO’s right hand and safety net across a group of seven nursing and residential care homes. The role exists to keep the business running smoothly: executing operational checks, coordinating projects, managing procurement, supporting recruitment and payroll processes, and stepping into different business functions at short notice whenever cover is needed. This is someone the CEO can lean on completely – working in sync with the CEO’s priorities, anticipating what is needed, and moving several pieces of work forward in a single day without dropping any of them.
This is a hands-on execution role, not a management position. The successful candidate will be sharp, focused: taking clear direction first time, following established systems and checklists with precision, and delivering work that is accurate, organised, and on time – every time. Performance is measured against a structured KPI portal covering daily, weekly, monthly, and annual tasks.
Who Should Apply
This role suits someone confident and sure of themselves – a strong communicator who is comfortable representing the CEO, holding their own with managers and suppliers, and being relied upon daily. If you are confident, capable, and thrive on high standards, we want to hear from you. If you are not, please think carefully before applying: the pace and visibility of this role mean any gaps in organisation, accuracy, or focus are found out very quickly.
Key Duties & Responsibilities
Executive Support to the CEO
- Act as the main point of contact and support for the CEO, managing priorities, appointments, orders, and logistics.
- Draft reports, correspondence, and business documentation to a professional standard, making confident use of AI tools (such as Claude) to create, draft, and refine documents.
- Monitor designated inboxes and forward or escalate items according to set procedures.
- Handle sensitive and confidential information with complete discretion at all times.
Operational Checks & Payroll Support
- Complete rota checks across all homes to schedule, identifying errors, overspend, and agency usage, and reporting discrepancies.
- Confirm receipt of locked timesheets from Home Managers, review timesheets against rotas, and chase missing items to deadline.
- Carry out spot-checks on clocking accuracy, including manual punches, and escalate discrepancies.
- Update and maintain agency invoice records, occupancy trackers, and related operational spreadsheets daily.
- Authorise holiday requests and expense card requests in line with company procedures.
Procurement & Facilities
- Manage business purchasing end to end: placing orders, logging them accurately, saving receipts, tracking deliveries, and processing returns and refunds.
- Maintain stock levels across head office and support purchasing for the homes.
- Administer company expense cards, including monthly budget top-ups and receipt records.
- Coordinate with IT support and other suppliers, reviewing monthly reports and chasing outstanding actions to completion.
- Keep head office presentable and ensure company vehicle records and certificates remain in date.
Recruitment, Onboarding & HR Support
- Assist with drafting job adverts, arranging interviews, and coordinating onboarding – including IT equipment, system access, and induction documents for new starters.
- Build and maintain complete, audit-ready staff files.
- Run training compliance reports, circulate them to homes, and follow up on action plans for outstanding records.
- Stand in to cover HR, payroll, recruitment, or accounts functions as required.
Compliance, Audits & Record Management
- Complete scheduled business audits at each home using standard templates, recording findings and escalating issues with suggested improvements.
- Support remote compliance checks across company systems as directed.
- Keep all company documents and records organised and correctly stored, primarily via SharePoint and Microsoft systems.
- Support annual compliance cycles, including policy updates and data security toolkit reviews, to fixed deadlines.
Projects & General Support
- Coordinate internal projects, maintaining task trackers and ensuring actions and milestones are followed through to completion.
- Maintain the company’s social media presence across designated platforms.
- Produce a monthly report to the CEO summarising completed work, open items, and issues requiring attention.
- Step in to help organise or support a care home when required, working alongside Home Managers and regional teams.
Person Specification
Essential
- Proven experience in operations coordination, business support, or senior administrative roles.
- Sharp, focused, and exceptionally organised: able to progress multiple tasks in a single day and run daily, weekly, and monthly cycles without items slipping.
- High accuracy and attention to detail, particularly with rotas, payroll data, audits, and financial records.
- Strong listening skills: takes direction first time, asks the right questions, works in sync with the CEO, and acts on feedback immediately.
- Genuinely tech-savvy: confident with Microsoft Office (Word, Excel, Outlook), SharePoint, and AI tools, and quick to master new business systems.
- Strong, confident communicator – written and verbal – professional with suppliers, managers, and external contacts, and comfortable acting on the CEO’s behalf.
- Self-assured and dependable: a safety net the CEO can lean on, able to stand in across different roles and functions as and when required.
- Calm and structured under pressure, with a practical, problem-solving approach.
Desirable
- Experience in HR, recruitment, payroll, or accounts administration.
- Prior experience in the care sector or another regulated environment.
Expectations
- Maintain a high level of professionalism and discretion at all times.
- Follow company systems, checklists, and procedures exactly as set out, and propose improvements through the proper channels.
- Keep the task tracker and KPI portal up to date daily; outstanding tasks must be carried forward and reviewed, never dropped.
- Accept and act on direct feedback with a view to continual improvement.
- Demonstrate commitment to the organisation, its success, and its people.
Pay: £35,000.00 per year
Application question(s):
- This role is fully office-based at our Head Office in Great Barr, 9am–5pm, Monday to Friday, with no hybrid or remote working. Can you commit to this?
- The salary for this role is £35,000. Does this meet your expectations?
- This role requires an enhanced DBS check. Are you willing to undergo one?
- Do you have a full UK driving licence and access to a vehicle for occasional travel?
- How many years of experience do you have in operations coordination, business support, or executive/PA roles supporting a senior leader?
- Have you used AI tools (e.g. Claude, ChatGPT, Copilot) to draft documents, emails, or reports in a work setting?
- What postcode will you be commuting from?
- Tell me a little about yourself and why you've applied for the role
Licence/Certification:
- right to work in the UK without sponsorship? (required)
Work Location: In person
