Compliance & Office Administration Coordinator

Purpose of the Role:

To provide coordinated support across compliance, quality assurance, and office administration. The role ensures smooth day-to-day operations in the office while maintaining high standards of quality, governance, record-keeping, and regulatory compliance across the service.

Key Responsibilities

A. Quality & Compliance responsibilities

• Conduct and support internal quality audits.
• Gather, analyse, and present performance and compliance data.
• Track quality improvement action plans.
• Prepare reports for senior management.
• Maintain compliance documentation for CQC inspections.
• Assist with preparation for CQC visits and mock inspections carried out by the franchise support centre
• Log and track incidents, complaints, and safeguarding matters.
• Maintain clear audit trails for investigations and outcomes.
• Maintain accurate staff files (e.g., right-to-work documents, training records, DBS tracking).
• Support digital quality systems and data accuracy.
• Maintain compliance with health and safety requirements for the office

B. Office Administration responsibilities

• Manage incoming phone calls, emails, and postal correspondence.
• Ensure queries are triaged and responded to promptly.
• Liaison with customers, relatives, representatives and social workers.
• Manage office supplies, stationery, equipment checks, and ordering.
• Maintain a tidy, organised, and compliant office environment.
• Provide administrative support to the Registered Manager and leadership team.
• Assist with preparing meeting agendas, minutes, and follow-up actions.
• Ensure secure, GDPR-compliant handling of sensitive information.
• Assist with rota-related paperwork, scheduling updates, and document uploads.
• Assist with invoice processing and mileage forms.
• Cover on call on rota basis along with all office staff.
• If required providing care and support directly to customers.
• To actively participate in the growth and development of the business, locally, through various marketing exercises.