• Assist with maintaining staff records, including recruitment documentation, right-to-work checks, references and training records.
• Support the management team with onboarding and induction administration.
• Monitor training records and assist with identifying outstanding mandatory training.
• Assist with maintaining staff files and ensuring documentation remains current.
• Support the administration of rotas, annual leave and sickness records where required.

Communication

• Answer telephone calls and emails professionally and direct enquiries appropriately.
• Welcome visitors to the home and provide a professional and friendly first point of contact.
• Communicate effectively with residents, relatives, staff, healthcare professionals, local authorities and other external agencies.
• Take accurate messages and ensure information is passed to the relevant person promptly.
• Assist with arranging meetings and preparing agendas and minutes.

Compliance & Quality

• Support the Registered Manager with maintaining compliance documentation.
• Assist with preparing evidence for internal audits, local authority visits and CQC inspections.
• Maintain accurate records relating to policies, procedures, audits and action plans.
• Escalate any concerns regarding documentation, compliance or record keeping to the Registered Manager.
• Work in accordance with CQC fundamental standards, company policies and relevant legislation.

General Responsibilities

• Maintain confidentiality at all times.
• Follow all company policies and procedures.
• Promote a professional, respectful and person-centred culture.
• Maintain high standards of accuracy and attention to detail.
• Attend required meetings, training and supervision.
• Report any safeguarding, health and safety or other concerns immediately through the appropriate channels.
• Undertake any other reasonable administrative duties required to support the effective operation of the nursing home.

Person Specification

Essential

• Previous experience in an administrative role.
• Excellent organisational and time-management skills.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Good IT skills, including Microsoft Word and Excel.
• Ability to maintain confidentiality.
• Ability to prioritise workload and meet deadlines.
• Professional and approachable manner.
• Ability to work independently and as part of a team.

Desirable

• Previous experience within a nursing home, care home, healthcare or social care environment.
• Knowledge of CQC requirements and care documentation.
• Experience using electronic care planning or care management systems.
• Experience with staff training records, audits or compliance administration.
• Experience with rota or HR systems.
• Understanding of GDPR and confidentiality within a healthcare environment.

Key Attributes

The successful candidate will be:

• Organised – able to manage competing priorities effectively.
• Reliable – dependable and committed to maintaining high standards.
• Accurate – meticulous when handling records and documentation.
• Professional – confident when dealing with residents, relatives and professionals.
• Compassionate – understands the importance of providing a positive experience for residents and their families.
• Proactive – able to identify tasks that need completing without constant supervision.
• Confidential – understands the importance of protecting sensitive information.
• Team-focused – works collaboratively with colleagues across the home.

Our Commitment

We are committed to providing high-quality, person-centred care and creating a safe, welcoming and supportive environment for our residents.

The Admin Assistant plays an important role in supporting the wider team and ensuring that the home operates efficiently, professionally and in compliance with regulatory requirements.