Rainbow Care Solutions
Office admin
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The Role
We are seeking a proactive and detail-oriented Office Administrator to join our Staffordshire team. This is a pivotal support role at the heart of our operations, helping to keep the office running smoothly so that our care staff can focus on what matters most — delivering outstanding care.
You will be the first point of contact for many internal and external stakeholders, handling everything from incoming referrals and enquiries to compliance documentation and HR administration. If you thrive in a fast-paced environment, have a genuine interest in the healthcare sector, and take pride in doing things properly, we want to hear from you.
Key Responsibilities
Referrals and Enquiries
- Receive and process care referrals from local authorities, NHS partners, and private clients, ensuring all information is captured accurately and in a timely manner
- Manage incoming calls and emails, directing enquiries to the appropriate team member and providing a professional, compassionate first response
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Scheduling Support
- Assist the care coordination team with scheduling and rostering, updating systems (including People Planner) as required to reflect changes to care packages
- Support the management of staff availability, shift changes, and last-minute cover requests
Care Records and Documentation
- Maintain accurate, up-to-date care records in line with CQC standards and internal policies
- Ensure all client files, consent forms, care plans, and associated documentation are properly filed and accessible in both digital and paper formats
Compliance and Quality
- Support the completion and filing of compliance documentation, including audit records, risk assessments, and safeguarding paperwork
- Assist in preparing for CQC inspections and internal quality audits by ensuring documentation is current and correctly stored
- Help monitor and flag any outstanding compliance actions to the relevant manager
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HR Administration Support
- Assist with the onboarding of new staff, including DBS checks, right-to-work verification, reference requests, and induction documentation
- Maintain personnel files in compliance with GDPR and internal data protection policies
- Support absence tracking, holiday records, and other HR administrative tasks as directed
Liaising with Care Staff and Management
- Act as a central point of communication between care staff, coordinators, and management
- Distribute communications, policies, updates, and training information to the wider team
- Provide administrative support to the registered manager and senior leadership team as required
General Office Administration
- Manage office supplies, correspondence, and incoming/outgoing post
- Maintain and update internal databases, spreadsheets, and records
- Handle general administrative tasks to support the smooth day-to-day operation of the office
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