Administrator - Copperclay Mews

Key Responsibilities will include

Prepare and submit timesheets, overtime claims and holiday returns for payroll.
Reconcile petty cash and incidental expenses, ordering additional funds as needed.
Maintain weekly records and top-ups of client funds.
Update and audit the SOLDO cashless payments system.
Keep the drivers’ database current—adding or removing records.
Monitor and Escalate instances of speeding in company vehicles to management.
Coordinate DBS checks: new applications, three-year renewals and annual update-service submissions.
Organise and maintain paper staff files.
Track and record staff leave and holiday accruals.
Manage HR data in Frontier (sickness, suspensions, joiners and leavers).
Answer incoming calls and relay messages.
Greet and sign in visitors.
Take meeting minutes on request.
Procure stationery, cleaning supplies and other office essentials.
Compile and submit the daily NHS Capacity Tracker report.
Produce weekly and month-end reports for senior stakeholders.

 
This position will be for 30 hours per week, Monday - Friday. We are able to be flexible with the hours for this post, and this can be discussed at the interview stage.

The successful candidate must have the following:

Evidence of continued professional development.
Willingness to complete mandatory training and maintain compliance.
A good standard of education in Maths and English
Proven experience in an administrative role, preferably within a health or social care setting.
Experience handling confidential and sensitive information.
Experience maintaining accurate financial and HR records.
Experience or a willingness to learn the use of digital systems for data entry and reporting.
Strong administrative and organizational skills with attention to detail.
Proficient in Microsoft Office (Word, Excel, Outlook) and HR/payroll systems (e.g., Frontier, SOLDO).
Ability to manage petty cash, reconcile accounts, and prepare payroll-related documentation.
Understanding of safeguarding, data protection, and confidentiality protocols.
Ability to take accurate minutes and produce clear written records.
Knowledge of DBS processes and compliance requirements.
Familiarity with NHS Capacity Tracker or similar reporting tools.
Reliable, proactive, and able to work independently and as part of a team.
Excellent communication and interpersonal skills.
Professional and welcoming manner when dealing with visitors and telephone enquiries.
Ability to prioritize workload and meet deadlines.
Commitment to equality, diversity, and inclusion in the workplace.

It would be desirable for you to experience in a care or support service environment and have knowledge of safeguarding procedures and whistleblowing policies. It would also be desirable for you to have familiarity with driver and vehicle compliance monitoring and/or hold a NVQ Level 2 or 3 in Business Administration or equivalent
 
*Due to current workforce planning requirements, we are currently prioritising applications from candidates with indefinite leave to remain or settled status in the UK, but we continue to welcome applications from all candidates regardless of their sponsorship/settled status*