Administration Coordinator Care Services (Path to Chief of Administration) Position Overview We are seeking a dedicated Administration Coordinator to join our growing care services team. In this role, you will be responsible for the completion, upkeep, and compliance of all administrative paperwork and records across our four residential care homes and four supported living sites. Working closely with team leaders and senior care staff, you will develop efficient systems to ensure the smooth handling and accurate recording of required documentation related to service delivery, compliance, and care quality standards. As you demonstrate your ability to streamline and manage administrative processes, this role is designed to grow into a Chief of Administration position, where you will oversee all administrative aspects of our care services at a strategic level. Key Responsibilities 1. Multi-Site Administration Oversight Regularly travel to each of our care homes and supported living sites to manage and audit administrative processes. Develop a travel and scheduling system to maximise efficiency in site visits, ensuring all locations receive consistent administrative support. Maintain a strong presence across all sites, establishing rapport with on-site teams to foster cooperation and accountability. 2. Compliance & Documentation Management Take full responsibility for the completion, organisation, and archiving of all required paperwork, ensuring that records meet regulatory and internal compliance standards. Monitor and enforce compliance with legal requirements, quality standards, and best practices related to the documentation of care services. Implement standardised systems to capture and organise essential data from each location, ensuring quick access for audits, inspections, and management reviews. 3. Process Optimisation & System Development Assess current administrative practices at each site, identifying areas for improvement and implementing efficient, streamlined workflows. Create and maintain an organised cycle for document collection, review, and archiving to ensure no lapse in record-keeping. Establish protocols for collating, analysing, and reporting key administrative data to leadership, ensuring a clear picture of compliance and service quality. 4. Team Collaboration & Support Work closely with team leaders and senior staff at each location to support their administrative needs and ensure consistent record-keeping practices. Conduct training and guidance sessions for site-based teams, standardising documentation procedures and ensuring compliance with internal policies. Act as the primary point of contact for administrative queries across sites, providing clear and responsive support. 5. Reporting & Performance Analysis Regularly compile and analyse data on documentation accuracy, compliance status, and process efficiencies across all sites. Prepare reports for senior management, offering insights into site performance, areas of improvement, and any compliance issues. Track and evaluate the impact of implemented processes on overall administrative efficiency and quality assurance. 6. Leadership Development for Future Role Actively prepare for increased responsibilities by developing skills in strategic planning, team leadership, and administrative management. Identify opportunities to improve site-wide efficiency and initiate projects that enhance the quality and compliance of service delivery. Contribute ideas for long-term administrative strategy, building a foundation for eventual transition to the Chief of Administration role. Qualifications Required: 3 years of experience in an administrative role, ideally in a multi-site, compliance-focused setting (e.g., healthcare, residential care). Strong organizational, time-management, and problem-solving skills. Excellent verbal and written communication skills. Proficiency in office software (e.g., MS Office, MS Teams & Asana), with an aptitude for learning new systems and processes. Preferred: Familiarity with regulatory and compliance standards in the care sector. Experience coordinating administrative tasks across multiple locations. Demonstrated ability to streamline processes and implement efficient administrative solutions. Skills & Competencies Attention to Detail : Ensures accuracy and thoroughness in handling documentation. Adaptability : Comfortable managing a mobile role with shifting priorities across sites. Proactive Problem Solving : Able to identify challenges and implement effective solutions. Leadership Potential : Self-driven with a clear vision for personal and professional growth within the organisation. Data Analysis : Able to interpret and report on key metrics related to documentation and compliance. Career Path This role has been designed with a clear pathway for advancement. Demonstrating success in this position and a commitment to operational excellence will lead to growth into the Chief of Administration role, where you will oversee administrative strategies, compliance, and service quality across all sites. If youre excited about this role but your experience doesnt align perfectly with the job description, wed love you to still apply. You might just be the perfect person for this role