Office Administrator

Role Overview

As Office Administrator, you will be a key part of our central support team, ensuring the smooth running of our office operations so that our care teams and clients receive efficient, reliable support. You will handle administrative and clerical tasks, support our staff, coordinate with different teams, manage documentation and maintain a positive, professional presence in our office.

Reports to: Managing Director

Key Responsibilities

• Serve as first point of contact for phone, email and in-office enquiries—greeting visitors, answering calls, redirecting as appropriate.
• Manage and maintain client and staff records in accordance with regulatory and company standards (e.g., updating databases, scanning & filing documentation).
• Support the recruitment/onboarding process for new staff, including arranging interviews, processing forms, conducting basic checks, preparing induction packs.
• Assist with payroll, timesheets and rota administration in coordination with payroll/finance manager.
• Coordinate office supplies, equipment and filing systems; liaise with suppliers and manage office maintenance.
• Schedule meetings, prepare minutes, and support the management team with ad-hoc tasks and projects (reports, correspondence, spreadsheets).
• Support compliance and regulatory tasks – ensuring client/carer documentation is up to date, assisting with audits, monitor processes in line with standards expected for domiciliary care.
• Collaborate with care teams, operations, finance and HR to ensure seamless communication and workflows across the organisation.
• Provide general administrative support to ensure the office runs efficiently and reflects our brand values of compassion, professionalism and reliability.

Person Specification

Essential:

• Proven experience in an administrative or office support role (ideally 1+ years).
• Excellent organisational skills, with strong attention to detail and ability to prioritise.
• Good verbal and written communication skills – professional manner.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and comfortable with databases.
• Ability to work both independently and as part of a small team and to respond flexibly to changing demands.
• A commitment to the values of TrustBridge Care: respect, dignity, independence, compassion.

Desirable:

• Previous experience in a health care or domiciliary care environment.
• Knowledge of data protection/GDPR and regulatory requirements in care context.
• Experience with payroll/timesheet systems or HR/finance support duties.
• Experience handling confidential information with discretion.