Provincial Care Services, part of the CWC Group, is looking an energetic and proactive individual to join our team and form an integral part of our support mechanism for the business.

The Business Support Administrator will consistently deliver a pro-active and professional support service to the business through developing effective partnerships with Senior Management and the Registered Manager ensuring they become an integral part of the daily operation. The role involves handling confidential information, coordinating schedules, and facilitating communication within the wider team.

Key Responsibilities:

Administrative Support:

• Manage the Registered Manager's calendar, including scheduling appointments, meetings, and travel arrangements.
• Prepare and distribute communications, such as memos, emails, and reports
• Handle incoming and outgoing mail, emails, and phone calls, directing them as appropriate.
• Maintain an organised filing system for both electronic and paper documents.
• Prepare audit bundles and ensure a timely return to the manager.
• Ensure training of all staff is up to date and schedule training when due ensuring no deficits

Communication:

• Serve as the primary point of contact between the Registered Manager and internal/external stakeholders.
• Coordinate and facilitate communication between the Registered Manager, staff and external partners.
• Draft and distribute meeting agendas, minutes, and follow-up communications.

Coordination and Scheduling:

• Organise and coordinate meetings, zoom meetings, and events.
• Ensure that the manager is well-prepared for all meetings and engagements.
• Assist in the planning and execution of special projects and initiatives.

Confidentiality and Discretion:

• Handle sensitive and confidential information with the upmost discretion.
• Ensure compliance with privacy and data protection policies.

Office Management:

• Maintain office supplies and manage inventory.
• Coordinate office maintenance and repairs as needed.
• Implement and maintain office policies and procedures.

Support to Registered Manager:

• Assist in the preparation of reports, presentations, and other documentation required by the manager.
• Provide general administrative support, including filing, copying, and scanning.

Essential Criteria:

• Educated to GCSE level (Grades A–C) including English and Maths (or equivalent qualification).
• Proficient in Microsoft Office applications (Word, Excel, Outlook,).
• Strong organisational skills and ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Demonstrated ability to work independently and as part of a team.
• Attention to detail and high level of accuracy in all work.
• Full, clean driving licence and access to a vehicle for work purposes.
• 6 months administrative experience, preferably in a health, social care, or related setting.

Desirable Criteria:

• NVQ Level 3 (or equivalent) in Business Administration or related discipline.
• Experience working within a regulated care environment (e.g. domiciliary, residential, or nursing care).
• Knowledge of RQIA standards and compliance processes.
• Experience with basic HR/payroll or care management software systems.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works.