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Administrator (Maternity Cover)

Alton, East Hampshire Full-time 19,000 - 21,000 DOE per annum Closing date: 21/07/2022
Company Description

Our office was established in 2013 and our mission is to brighten the lives of our community giving them a sense of purpose, wellbeing & worth. This role will play a vital part ensuring that our clients receive the best-in-class quality care and support the growth of our business.

Job Description

We are looking for an enthusiastic, motivated, and organised individual to support the running of our office with the role of an Administrator for a period of Maternity Cover. This role is key to the smooth, effective running of our office. This role is responsible for the coordination and monitoring of all compliance relating to the office, clients, and our Care Professionals to ensure that they meet our franchise standards.

  • Excellent administration skills and administration experience is desirable
  • Proficiency in Microsoft office
  • Strong customer service skills to field enquiries from clients/families and prospective care professionals by phone and face to face
  • Level 2 QCF or above in Health and Social Care is desirable but not essential
  • Experience within the Care Sector providing care
  • Due to our rural location, candidates that can drive with access to a vehicle is desired for this role


Additional Information

Your responsibilities will include, but will not be limited to:

Client Compliance

  • Ensure all paperwork is correctly completed and filled in the client files on all systems (People Planner, IQ and Share point)
  • Create, maintain, and monitor all digital client files to ensure that they are accurate and up to date on all systems
  • Be responsible for the set up  of each new client’s file after a successful care consultation which includes, organising the creation of their People Planner and Share Point file to ensure it contains all the relevant documentation to begin service, including the billing, timesheet and emergency contact information and informing the scheduling team when this is completed, communicating the start date of the service to each new client and organising and communicating the IQ portal access to clients’ families
  • Monitor the quality assurance visits and service reviews with existing clients -monitoring that all completed paperwork has been uploaded correctly to the relevant files and systems
  • Provide on request a paper copy of a clients’ schedule for clients and family members.
  • Create Care plans that reflect our new client’s needs for the team and update any amendments to existing client’s care plans

Care Professional Compliance

  • Report on the medication competency observations, care certificate observations, support visits, 1:1s and appraisals with Care Professionals to ensure that they are undertaken and completed at the correct designated intervals.
  • Complete a monthly audit, based on the Owner self-audit tool, on a sample of Care Professional files to ensure that they meet the franchise standards.


Office Duties

  • Answer each incoming call in a friendly, professional, and knowledgeable manner and direct the call to the appropriate team member if it cannot be dealt with directly.
  • Field new client enquiries phone calls and transfer to appropriate manager when necessary.
  • Manage the office environment to ensure that all stationery and any additional supplies are kept stocked and available for all Key Players.
  • Manage the office environment to ensure that it is clean, neat, and presentable for all.
  • Manage the supply and communication of Care Professional PPE so that it is ordered in time, kept well stocked and is available for Care Professionals as and when needed.
  •  Support our Care Professionals with IQ timecard and IT queries and ensure that the Care Professional emailing list is up to date for new starters and leavers to receive correct correspondence
  • Run a monthly report for Client’s birthdays to send birthday wishes and organise gifts for significant birthdays and anniversaries.
  • Provide administrative support to the Care Manager and Director when needed.
  • Take the post to the letterbox daily.
  • Supporting invoicing and payroll administration and expenses for office team, care professionals and clients
  • Carry out any other duties deemed necessary for the successful operation of the business
  • Participate in Care Professional meetings quarterly


Ad Hoc duties

  • Responsible for switching office phone to on-call phone for meetings
  • Covering Care with clients in the event of sickness or annual leave



The working pattern for this role is Monday to Friday 8.30am to 5pm with additional on-call duties outside of these hours to be discussed.

If you feel this opportunity is for you, please give us a call – we’d love to hear from you.


Home Instead is committed to safeguarding and promoting the welfare of adults and expects all staff to share this commitment. 

Employment is subject to enhanced DBS disclosure and reference checks.

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