The Healthcare Administrator supports the day-to-day operations of domiciliary care and supported living services for adults with learning disabilities and autism. The role involves maintaining accurate records, supporting staff and management, coordinating administrative activities, monitoring financial records, and ensuring documentation compliance. It requires strong organizational and communication skills, attention to detail, computer proficiency, and the ability to manage competing priorities in a busy healthcare environment. The postholder will collaborate with various internal and external stakeholders to ensure effective delivery of safe, person-centred care.
Responsibilities
Answer telephone calls, respond to emails, and manage incoming and outgoing correspondence professionally and promptly
Act as a first point of contact for staff, service users, families, healthcare professionals, commissioners, and other visitors
Receive, record, and pass on messages accurately to relevant staff or management
Prepare letters, emails, reports, meeting notes, notices, and other administrative documents
Maintain office noticeboards, staff communications, timetables, and other relevant information
Sort and distribute incoming and outgoing post and maintain an organized filing system
Support effective communication between office staff, care staff, service users, and external agencies
Handle confidential information appropriately and follow data protection and information governance requirements
Maintain accurate, complete, and up-to-date staff records within Access Care Planner and other designated HR or compliance systems
Ensure staff information, including contact details, emergency contacts, employment information, availability, and roles, is correctly recorded and regularly updated
Monitor staff compliance records, including DBS checks, right-to-work documentation, mandatory training certificates, qualifications, and references
Track expiry dates for DBS checks, training certificates, and right-to-work documents, escalating outstanding or expired items to management
Follow up with staff to obtain missing, incomplete, or expired documentation
Assist with maintaining staff personnel files in accordance with company policies and data protection requirements
Support recruitment administration by arranging interviews, preparing documentation, collecting employment information, and updating recruitment records
Assist with staff induction administration, training records, and supervision schedules
Report discrepancies, missing information, and compliance concerns to the Registered Manager or designated manager promptly
Maintain accurate and up-to-date staff and service user information within Access Care Planner
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Support the administration of staff rotas, care calls, shifts, schedules, and allocated activities, as directed by the Care Manager or Care Coordinator
Check that staff assignments, working hours, service user details, and relevant scheduling information are accurately recorded
Assist with monitoring scheduled care calls and identifying missing, incomplete, or incorrectly recorded information for follow-up
Follow up on overdue documentation, outstanding tasks, and incomplete records, escalating concerns to management
Assist with preparing information for care reviews, audits, assessments, service user meetings, and quality assurance activities
Support managers in maintaining accurate electronic and paper-based records where both systems are in use
Ensure that changes to staff or service user information are communicated to relevant team members and recorded appropriately
Maintain confidentiality and ensure that access to records is managed in accordance with company procedures
Prepare, issue, and maintain accurate invoices for domiciliary care services, supported living services, and other relevant customers
Check relevant service records, agreed rates, billing periods, and supporting information before invoices are issued
Maintain an accurate invoice register or spreadsheet
Monitor outstanding invoices and follow up with customers, commissioners, representatives, or other relevant parties regarding overdue payments
Chase outstanding bills and payments professionally by telephone and email, maintaining a record of communication and agreed actions
Reconcile payment information against invoices and update records when payments are received
Identify overdue accounts, payment discrepancies, short payments, and disputed invoices, escalating unresolved issues to the Business Manager or designated manager
Assist with preparing statements of account, payment summaries, and outstanding debt reports for management review
Maintain spreadsheets and financial records required by the accountant or Business Manager
Process and record supplier invoices, receipts, expenses, and other financial documents as authorised
Assist with monitoring office expenditure, utilities, supplier bills, and other operational costs, ensuring records are maintained and discrepancies reported
Maintain appropriate confidentiality and follow company procedures for financial record-keeping, authorisation, and payment handling
Assist management in preparing documentation for internal audits, quality assurance reviews, commissioner visits, and Care Quality Commission (CQC) inspections
Ensure that required documents are correctly filed, accessible to authorised personnel, and available when needed
Maintain registers and trackers for document reviews, outstanding actions, training, and compliance checks
Follow up with relevant staff regarding incomplete records, overdue reviews, and outstanding administrative actions
Support the implementation of company policies, procedures, and quality assurance processes
Report concerns regarding inaccurate, missing, or potentially unsafe records to the appropriate manager
Assist with maintaining records in accordance with applicable data protection legislation, confidentiality requirements, and organisational procedures
Ensure that the office environment is organised, professional, and adequately supplied with stationery, equipment, and other essential materials
Monitor office supplies and PPE and arrange replenishment
Assist with checking deliveries, recording goods received, arranging returns, and reporting damaged or faulty equipment
Coordinate equipment servicing and repairs as directed by management
Support the preparation and organisation of meetings, staff training sessions, and management reviews
Assist with maintaining office calendars, appointment schedules, key dates, and administrative deadlines
Provide administrative support to the Registered Manager/Care Manager and Care Coordinators
Assist with maintaining property-related records, including maintenance requests, safety checks, and outstanding repairs, where required
Support the smooth running of office operations during periods of staff absence or increased workload
Provide administrative support throughout the recruitment and onboarding process
Arrange interviews, communicate with applicants, and maintain recruitment records
Assist in collecting and checking required pre-employment documentation
Maintain training matrices and notify management of upcoming training requirements and expiry dates
Assist with scheduling staff training, supervisions, and appraisals
Maintain records of staff meetings, training attendance, and other relevant workforce activities
Support the distribution of staff policies, procedures, guidance, and operational updates
Assist management in following up outstanding staff actions and required documentation
Comply with company policies and procedures relating to safeguarding, health and safety, confidentiality, information security, and equality
Remain alert to concerns relating to the safety, welfare, or wellbeing of service users and report them promptly
Record and escalate concerns, incidents, and relevant information to the appropriate manager without delay
Assist with maintaining records relating to property safety, maintenance issues, equipment checks, and other health and safety requirements
Follow company procedures for office and property security, including appropriate handling of keys, access information, and confidential documents
Ensure that sensitive service user and staff information is not disclosed to unauthorised individuals
Complete any mandatory training relevant to the role and maintain an understanding of safeguarding responsibilities
Prepare administrative reports, spreadsheets, letters, and summaries as requested by management
Produce regular updates on outstanding invoices, overdue payments, staff compliance, training records, and incomplete documentation
Maintain trackers for deadlines, outstanding actions, and key operational requirements
Assist with collecting and organising information required for audits, management meetings, and service reviews
Highlight recurring administrative issues, discrepancies, or delays and suggest practical improvements
Support the Registered Manager and Business Manager in maintaining efficient administrative processes and improving service quality
Assist with service promotion and general marketing administration, including maintaining service information and responding to initial enquiries
Support communication with prospective service users, families, commissioners, and external professionals as directed by management
Undertake other reasonable administrative duties consistent with the role, skills, and level of responsibility
Maintain flexibility to respond to changing operational needs and priorities within the service
Requirements
Previous experience in an administrative, office support, or coordination role
Excellent written and verbal communication skills
Strong organisational skills and attention to detail
Good working knowledge of Microsoft Office, particularly Word, Excel, and Outlook
Confidence using computer systems, databases, and electronic record-keeping platforms
Ability to maintain accurate records and manage confidential information appropriately
Ability to organise competing priorities, meet deadlines, and work effectively in a busy environment
Good numerical skills and accuracy when handling invoices, payments, and financial records
Professional telephone manner and the ability to communicate with staff, service users, families, and external stakeholders
A flexible, reliable, and collaborative approach to work
Empathy, respect, and a commitment to maintaining the dignity and rights of adults receiving care and support
Administrative experience: 1 year (required)
Nice to have:
Previous administrative experience within domiciliary care, supported living, residential care, or another healthcare setting
Experience using Access Care Planner or another care planning, rostering, or scheduling system
Experience preparing invoices, maintaining payment records, and chasing outstanding accounts
Experience maintaining staff compliance records, training matrices, and personnel files
Familiarity with CQC requirements, safeguarding procedures, and healthcare record-keeping
Knowledge of data protection and confidentiality requirements in health and social care
NVQ Level 3 in Business Administration, Business Support, or Health and Social Care, or an equivalent qualification
Experience supporting recruitment, staff onboarding, audits, or quality assurance activities
Benefits
Supportive team environment
Company pension scheme
Ongoing training and development opportunities
Opportunities for career progression
5.6 weeks' paid annual leave, inclusive of bank holidays or in accordance with the company's holiday policy
On-site parking
Important Details
Schedule: prolonged periods of sitting, computer use, and telephone communication, with occasional light lifting
Environmental demands: busy working environment with frequent telephone calls, staff enquiries, and interruptions
Mental demands: concentration, accuracy, confidentiality, and ability to manage deadlines, financial records, staff compliance information, and operational priorities simultaneously
Confidentiality: must comply with company policies and applicable legislation relating to data protection, confidentiality, information security, and handling of personal and financial information
