Stock Control and Inventory Management

• Monitor stock levels of maintenance materials, tools, equipment, and frequently used consumables across care homes.
• Coordinate stock requests and replenishment orders to minimise shortages, unnecessary expenditure, and waste.
• Maintain accurate inventory records and assist with periodic stock checks.
• Monitor the condition, availability, and replacement requirements of tools, equipment, and relevant assets.
• Ensure stock is stored, recorded, and distributed appropriately in accordance with organisational procedures.
• Support the introduction of standardised ordering processes and stock control systems across multiple sites.

Compliance and Documentation

• Maintain organised records of statutory inspection certificates, servicing documentation, maintenance reports, contractor records, and relevant compliance evidence.
• Assist in monitoring inspection and servicing schedules for fire safety systems, emergency lighting, electrical installations, gas appliances, lifts, and water hygiene.
• Flag upcoming inspection dates, overdue documentation, and outstanding remedial actions to the appropriate person.
• Ensure contractor documentation, including insurance details, risk assessments, method statements, and relevant competency records, is obtained and recorded where required.
• Support the maintenance of audit trails for purchasing, expenditure approvals, and completed works.
• Handle sensitive organisational information appropriately and comply with data protection, confidentiality, and information governance requirements.
• Assist with preparing documentation for internal audits, external inspections, and management reviews.

Finance and Invoice Administration

• Check supplier invoices against purchase orders, quotations, delivery notes, and evidence of completed work.
• Identify and resolve discrepancies relating to pricing, quantities, delivery charges, or incomplete services.
• Liaise with the finance team and suppliers to resolve invoice queries and ensure timely processing.
• Maintain accurate records of purchasing expenditure, outstanding commitments, and supplier costs.
• Assist with budget tracking, expenditure reports, and identifying variances.
• Ensure procurement transactions are processed in accordance with internal financial procedures and approval requirements.

Communication and Stakeholder Support

• Act as a central point of contact for routine maintenance and procurement enquiries.
• Build effective working relationships with care home managers, maintenance teams, suppliers, contractors, and finance colleagues.
• Provide timely updates on maintenance requests, order progress, deliveries, and outstanding issues.
• Respond professionally to enquiries and direct requests to the appropriate person when further action is required.
• Provide administrative support for meetings, reports, and improvement projects.
• Promote a responsive, organised, and service-focused approach that supports the smooth operation of our care homes.

About You

You will be a reliable and organised administrator who takes pride in accuracy, effective communication, and delivering a high standard of support.

You will ideally have:

• Previous experience in administration, maintenance coordination, procurement, purchasing, facilities management, or a similar support role.
• Strong organisational skills and the ability to manage multiple requests, deadlines, and priorities.
• Excellent attention to detail when processing orders, maintaining records, checking invoices, and updating systems.
• Good IT skills, including Microsoft Outlook, Word, and Excel.
• Experience raising purchase orders, obtaining quotations, processing invoices, or liaising with suppliers and contractors.
• Strong written and verbal communication skills, with a professional and customer-focused approach.
• The ability to maintain accurate records and follow established procedures.
• A practical, problem-solving mindset and the confidence to follow up outstanding tasks and escalate issues appropriately.
• The ability to work independently while contributing effectively to a wider team.
• An understanding of confidentiality, financial controls, health and safety, and the importance of maintaining safe environments in care settings.
• The flexibility to support multiple care home locations and respond to changing operational priorities.

Experience within healthcare, residential care, nursing homes, or another regulated environment would be advantageous but is not essential.

Qualifications and Experience

• GCSEs or equivalent, including English and Mathematics, are desirable.
• A relevant qualification in business administration, procurement, supply chain management, or facilities administration would be advantageous.
• Previous experience using purchasing, stock control, maintenance management, or finance systems would be beneficial.
• Evidence of continuing professional development in administration, procurement, or facilities management is welcome.
• Relevant experience and practical organisational skills will be considered alongside formal qualifications.

Key Performance Expectations

Success in this role will be measured by:

• Timely logging, allocation, and tracking of maintenance requests.
• Effective coordination of planned maintenance and servicing appointments.
• Accurate and timely processing of purchase orders and procurement requests.
• Effective monitoring of outstanding orders and supplier deliveries.
• Accuracy and completeness of maintenance, purchasing, stock, and compliance records.
• Timely identification and escalation of overdue maintenance tasks and compliance documentation.
• Effective invoice reconciliation and resolution of supplier queries.
• Adherence to purchasing procedures, approval limits, and budgetary controls.
• Positive working relationships with care home teams, suppliers, contractors, and internal stakeholders.

What We Offer

• An opportunity to develop your career within healthcare estates, facilities management, and procurement.
• A varied role supporting the safe and effective operation of our care homes.
• A collaborative working environment with experienced estates and operational professionals.
• Opportunities for training, development, and career progression.
• The opportunity to contribute directly to the quality and efficiency of our services.
• A competitive salary and benefits package, dependent on experience.

Why Join Us?

Our care homes depend on reliable maintenance, effective purchasing, and well-coordinated support services to provide safe, comfortable, and welcoming environments for residents. As Maintenance and Procurement Administrator, you will help ensure that repairs are coordinated efficiently, essential supplies are available when needed, suppliers are managed effectively, and accurate records support strong operational oversight. Your contribution will help our teams focus on what matters most: delivering safe, compassionate, and high-quality care to the people who live in our homes.

Apply Now

If you are an organised, proactive, and detail-focused administrator looking for an opportunity to make a meaningful contribution within healthcare or adult social care, we would love to hear from you. Apply today to support the effective maintenance, procurement, and day-to-day operation of our care homes.