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Role Overview:

We are looking for a proactive and organised Business Administrator to support the day-to-day operations of our care home. This varied role combines administration, customer service, HR, finance and compliance, ensuring the home operates efficiently while delivering an excellent experience for residents, families, visitors and colleagues.

Key Responsibilities:

• Act as the first point of contact for residents, families, visitors and professionals.
• Manage reception, enquiries and visitor records while maintaining confidentiality and GDPR compliance.
• Provide administrative support, including preparing reports, letters, meeting minutes and maintaining compliance trackers.
• Support recruitment, onboarding, HR administration, payroll preparation and employee record management using Planday.
• Monitor HR compliance, including DBS checks, Right to Work, probation reviews, supervisions, appraisals and absence management.
• Maintain resident funding records, petty cash, procurement and liaise with the central finance team.
• Monitor mandatory training compliance and update Skills for Care workforce data.
• Support CQC compliance, safeguarding, health and safety, infection prevention and emergency procedures.

We are looking for:

Essential :

• Previous administration experience.
• Excellent communication, organisation and customer service skills.
• Strong IT skills, including Microsoft Office.
• Knowledge of HR administration or payroll systems.
• GCSE (or equivalent) in English and Maths.
• Ability to prioritise workload and maintain accuracy.

Desirable

• Experience working in a care home or healthcare setting.
• Knowledge of CQC standards and care sector regulations.
• NVQ Level 2 or 3 in Business Administration or Health & Social Care.

Please Note:

• This job description is not an exhaustive statement of the job. Other duties may need to be undertaken commensurate with this position.
• This is not a sponsorship role.

Job Purpose

To provide a professional, friendly and efficient reception and administrative service, ensuring that all visitors, residents, relatives, healthcare professionals and staff receive a positive first impression of the home. The Receptionist is responsible for managing the reception area, handling telephone enquiries, providing administrative support, maintaining accurate records and ensuring the smooth day-to-day operation of the reception function. The post holder will promote an excellent service experience, uphold confidentiality, and contribute to the efficient and professional running of the home in accordance with company policies, procedures and regulatory requirements.

Reception Duties

• Welcome residents, relatives, visitors, contractors and healthcare professionals in a courteous and professional manner.
• Operate the main reception desk during working hours.
• Answer and direct telephone calls promptly and accurately.
• Take clear messages and ensure they are passed to the appropriate person.
• Monitor visitor sign-in and sign-out procedures.
• Issue visitor badges where required.
• Ensure safeguarding and security procedures are followed for all visitors.
• Maintain a clean, tidy and welcoming reception area at all times.

Administration

• Provide general administrative support to the management and administration team.
• Prepare, scan, photocopy and file documents accurately.
• Maintain both paper and electronic filing systems.
• Process incoming and outgoing post.
• Order and maintain office stationery and supplies.
• Assist with data entry onto the home's electronic care and administration systems.
• Produce letters, reports and other documents as requested.
• Support the smooth day-to-day running of the office and reception.

Digital Marketing

Whilst not essential, we would particularly welcome applications from candidates who have experience of, or an interest in, creative digital marketing. This may include creating social media content, taking photographs, promoting the home online, designing simple promotional materials, or helping to maintain the home's digital presence.

About You

Previous experience in a reception, administration or office management role (care or healthcare experience is desirable but not essential. Excellent communication and customer service skills. Strong organisational and record-keeping skills. Confident handling confidential and sensitive information. Comfortable working independently and prioritising workload. An interest in digital marketing or social media would be an advantage.

What We Offer

• ompetent in Microsoft Office, including Word, Excel and Outlook.
• A positive, calm, professional and reliable approach.
• Friendly, approachable and well presented.

• School-hours working pattern available, but prefer full time hours (9-5)
• Flexible and supportive working environment.
• Permanent role with long-term stability.
• Competitive salary dependent on experience.
• Opportunity to work within a respected, long-established care service.
• Supportive management team with a structured handover and ongoing support.

How to Apply

Please submit your CV together with a short covering letter outlining your relevant experience, why you are interested in joining our team, and your current availability.

GxP Administrator
Teddington
Smart Managed Solutions

About Smart Managed Solutions

At Smart Managed Solutions, we deliver world-class engineering and facilities management services to some of the UK's most prestigious commercial, scientific, and critical environments. We pride ourselves on providing exceptional customer service, technical excellence, and operational innovation.

We are seeking a highly organised and detail-oriented GxP Administrator to join our team in Teddington, supporting a leading pharmaceutical and laboratory-based client. This is an excellent opportunity for an individual with experience working within a GxP-regulated environment, who understands the importance of compliance, documentation control, and quality management within building services and laboratory facilities.

The Role

As a GxP Administrator, you will play a critical role in supporting the engineering and facilities teams to ensure all activities are delivered in compliance with GxP regulations and internal quality standards.

You will be responsible for maintaining accurate documentation, supporting audits and inspections, managing controlled records, and ensuring engineering activities within laboratory and pharmaceutical environments are appropriately documented and compliant.

Key Responsibilities

• Maintain and manage GxP documentation, records, and controlled documents.

• Support engineering and facilities management teams with compliance administration.

• Ensure maintenance, calibration, qualification, and validation documentation is completed accurately and stored in accordance with GxP requirements.

• Review work orders, permits, SOPs, risk assessments, and engineering records for completeness and compliance.

• Coordinate document control processes, including version management and approval workflows.

• Assist with internal and external audits, inspections, and quality reviews.

• Track corrective and preventative actions (CAPAs) and support closure activities.

• Support contractor compliance and documentation requirements.

• Produce compliance reports, KPIs, and administrative support for management teams.

• Liaise with client stakeholders, quality teams, laboratories, and engineering personnel.

• Assist in ensuring compliance with GMP, GDP, and relevant pharmaceutical industry standards.

About You

Essential Experience

• Previous experience working in a GxP, GMP, pharmaceutical, biotechnology, laboratory, life sciences, or highly regulated environment.

• Experience in document control, quality administration, or facilities administration.

• Understanding of GxP principles and quality management systems.

• Experience supporting engineering, maintenance, or building services operations.

• Strong administrative and organisational skills with exceptional attention to detail.

• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.

• Excellent communication and stakeholder management skills.

Desirable Experience

• Knowledge of GMP, GDP, GLP, or pharmaceutical quality systems.

• Experience supporting validation, qualification, commissioning, or engineering compliance activities

• Familiarity with CAFM systems, electronic quality management systems (eQMS), or document management platforms.

• Experience working within laboratory or research environments.

Why Join Smart Managed Solutions?

This role offers the chance to become part of a high-performing team supporting a prestigious scientific and pharmaceutical facility. You'll have the opportunity to work in a regulated environment where quality, compliance, and operational excellence are at the heart of everything we do.

If you have GxP experience and are looking for your next challenge within building services and laboratory facilities management, we'd love to hear from you.

Apply today and help us deliver excellence in critical environments.

Helping others improve and turn their lives around - there's no better feeling. It's what we do for thousands of people at more than 150 sites across the UK. Be a part of it.

We are looking for a friendly, professional Ward Clerk with a passion for making a difference to others.

You'll be working 40 hours per week at Cygnet Joyce Parker Hospital, helping ensure the smooth and safe management of our care.

Cygnet Joyce Parker Hospital is our emergency mental health hospital in Coventry. The service supports adults across three wards to move as quickly and safely as possible to the most appropriate and least restrictive environment for them.

Our model of care promotes a collaborative approach whereby family, service users, commissioners and carers are all involved in the rehabilitation and recovery of the individual.

Your day-to-day

• Assist clinical staff in ward administration
• Ensuring accurate recording & circulation of information
• File all patient case notes & conduct regular audits to ensure all paperwork is up to date
• Complete all ward filing in line with Cygnet policies
• Answer telephone, cover reception & undertake other administrative duties as required
• Ensure that reports are submitted on time & that care plans are accurate & up to date
• Liaise with medical secretaries to ensure timely submission of reports

Why Cygnet? We'll offer you

• Strong career progression opportunities
• Expert supervision & support
• Pension scheme
• "Cycle to work"scheme & employee discount saving

You are

• Experienced in administration in a fast-paced hospital environment
• Organised, diligent & can strictly adhere to processes & procedures
• Knowledgeable of mental health & patient confidentiality issues
• Skilled at inputting, pulling & analysing data using Microsoft Excel
• Proficient in Microsoft Word, PowerPoint, etc
• An excellent verbal & written communicator with strong interpersonal skills
• Able to swiftly solve problems & work under pressure without compromising quality

Successful candidates will be required to undergo an enhanced DBS check.

Cygnet has been providing a national network of high-quality specialist mental health services for more than 30 years. In this role you'll have the chance to make a real impact on patients, service users & their families.

What next?

If you care about making a difference - we want to talk to you.

Click the button to apply

Munches Park Care Home
£13.50 per hour Full Time - 30 Hours

Are you an organised, friendly and professional administrator looking for your next opportunity? Munches Park Care Home is looking for a dedicated Administrator to join our team and help ensure the smooth day-to-day running of our busy care home click apply for full job details

Technical Sales Administrator

Location: Borehamwood, Hertfordshire
Salary: £26,000 - £28,000
Job Type: Temporary to Permanent (3-month initial twmp to perm)
Hours: Monday-Thursday 9:00am-5:30pm Friday 9:00am-4:00pm

An established and highly respected engineering business is looking for a proactive Technical Sales Administrator to join its friendly team in Borehamwood.

As a Technical Sales Administrator, you'll be reporting to the Marketing Director, playing a key role in re-engaging existing and previous customers, generating new sales opportunities and supporting the wider sales team.

Your responsibilities will include:

• Contacting previous and existing customers by telephone and email to discuss recent orders, customer satisfaction and future requirements.
• Building relationships with customers to ensure the business remains their preferred supplier.
• Following up enquiries and marketing activity to identify new sales opportunities.
• Updating and maintaining customer records within the CRM system.
• Cleansing and managing prospect data.
• Identifying key decision-makers within customer organisations.
• Passing qualified sales opportunities to the sales team.
• Recording customer interactions, quotations and opportunities accurately.
• Supporting marketing activities, including occasional LinkedIn content and product promotions.
• Working closely with internal teams to ensure excellent customer service throughout the sales process.

We're looking for someone who enjoys talking to people and isn't afraid to pick up the phone.

As a Technical Sales Administrator you'll ideally have:

• Previous experience in a sales support, customer service, internal sales or sales administration role.
• Excellent communication and relationship-building skills.
• Confidence speaking with customers and overcoming objections.
• A positive and resilient attitude.
• Strong organisational skills with the ability to prioritise workload.
• Good IT skills, including Microsoft Office (particularly Outlook).
• Experience using CRM or ERP systems (SAP Business One would be an advantage but isn't essential).
• High attention to detail and accurate data entry skills.

• £26,000-£28,000 salary.
• Initial 3-month temporary contract with genuine opportunity to become permanent.
• Friendly, supportive and well-established business.
• Monday-Friday working hours with an early finish every Friday.
• Company pension.
• Free on-site parking.
• 20 days annual leave plus bank holidays (with additional leave awarded for long service).
• Stable, long-term career opportunity within a successful engineering business.

Talentmark are recruiting for an QA Administrator, to join a pharmaceutical company, based in Birmingham, on a permanent basis.

The salary is around 27,000- 29,000 per annum.

The Company:

Our client are a Pharma manufacturing company who produce, import, and distribute bespoke medicines.

Your main duties will be:

• Manage the lifecycle of all controlled documents within the paper-based QMS (SOPs, forms, master documents, batch records, policies and specifications).
• Provide administrative support for deviations, NCs, CAPAs, change controls, complaints and incident reports.
• Ensure document activities comply with EU GMP (as applicable to Specials), MHRA expectations, and internal quality procedures.
• Work closely with Production, QC and QA teams to ensure correct and timely use of controlled documents.
• Design and execute method validation/verification, method transfers and robustness studies as required.

• Degree in scientific, pharmaceutical or quality-related discipline.
• Previous administration experience in an office or documentation-focused role.
• Strong command in Microsoft Excel.

• Familiarity with core GMP documentation.
• Experience in a GMP, pharmaceutical, specials or other regulated environment.
• Knowledge of Specials Manufacturing regulatory requirements and MHRA guidance.

Bank Ward Administrator Chatham Private Hospital Flexible working hours 12.76 per hour plus excellent benefits

Spire Alexandra in Chatham has an exciting opportunity for an Administrator to join our wards admin team on a bank, occasional basis.

At Spire Alexandra Hospital, we offer a comprehensive range of treatments to patients in Medway and the surrounding areas of Kent and the Southeast. Our private hospital has two extensively equipped operating theatres, backed up by an extended recovery unit with 24-hour support.

Working Hours: Shifts available through Monday - Friday between 7am and 9pm. Occasional weekends will be required.

Contract Type: Bank/Zero hours

As Ward administrator, you will provide a high level of clerical and administrative support to the medical, nursing and other staff in relation to the patients being cared for within the ward unit.

Duties and Responsibilities (not limited to):

• Liaise with the nurse co-ordinating the ward or team leader to provide a high level of administrative support to the customer to include appointments, filing of results, filing of notes, answering of patient calls and allocation to appropriate member of the team. Input of registration, admission and discharge details onto computer and manually update the Nurses Register Board.
• Receive/welcome new patients onto the ward, checking particulars on their records and ensuring notes are in order. Compile admission packs and identity bracelets for each patient on the ward.
• Book follow-up appointments for hospital based activities, nurses clinic, etc.
• Maintain high levels of service and ensure internal and external customer satisfaction is met.
• Facilitate and promote good communications throughout the working environment.
• Ensure at all times the safety and confidentiality of information. To undertake all work in accordance with Company and Hospital policies and procedures Information Governance and statutory requirements.
• Escort patients to rooms/Day Care Unit, and explain facilities.
• To receive all visitors to the ward and direct as required.

Who are we looking for?

• Good standard of secondary education with demonstrable literacy and numeracy skills
• Track record of successful delivery in a similar role, in an office and / or customer service environment
• Knowledge of GDPR and the Data Protection Act
• Computer/IT literate
• Excellent interpersonal and communication skills
• Confident telephone manner with the ability to communicate with a wide range of customers at all levels
• The ability to work effectively as part of a team

Benefits:

We offer employed colleagues a competitive salary as well as a comprehensive benefits package which includes but is not limited to:

• Bank colleagues are paid weekly
• We offer competitive rates to our bank colleagues who work on a flexible basis, often to cover busy periods, sickness, or annual leave
• Save an average of 50 per month with our free onsite car park
• Access to Spire Healthcare pension
• Access to Blue Light Card
• Free uniform
• Free DBS
• Full induction, including mandatory training updates
• Opportunities for further training and progression into permanent posts
• Knowledge, support and guidance through your recruitment journey from Spire's specialist Resourcing Team

We commit to our employees well-being through work life balance, on-going development, support and reward.

Our Values

• We are extremely proud of our heritage in private healthcare and of our values as an organisation:
• Driving clinical excellence
• Doing the right thing
• Caring is our passion
• Keeping it simple
• Delivering on our promises
• Succeeding and celebrating together

Our people are our difference; it's their dedication, warmth and pursuit of excellence that sets Spire Healthcare apart.

Spire Healthcare is a leading independent hospital group in the United Kingdom and the largest in terms of revenue. From 38 hospitals and over 50 clinics across England, Wales and Scotland, Spire Healthcare provides diagnostics, inpatient, day case and outpatient care.

For us, it's more than just treating patients; it's about looking after people.

Care Compliance Administrator

ROLE OVERVIEW

The Care Compliance Administrator plays a central role in maintaining the quality, accuracy, and safety of care delivery across our client base. This position sits at the intersection of compliance, clinical oversight, and staff development ensuring that every visit is properly documented, every concern is acted upon promptly, and every member of the care team is supported to perform at their best.

This is a hands-on, field-facing role that requires strong attention to detail, confident decision-making, and a genuine commitment to high standards of care.

POSITION DETAILS

Responsible for: 15 active clients

Works closely with: Care Staff, Registered Manager, GPs and external stakeholders

Works pattern: Community-based with office duties

KEY RESPONSIBILITIES

1. Daily Records & Audit

Every day, the Administrator reviews daily notes for all 15 clients, verifying that carers have logged in to visits, written accurate and detailed notes, and recorded all personal care tasks including washing, bathing, and any assistance provided.

Specific duties include:

• Identifying missing or vague entries and following up directly with the relevant staff member
• Ensuring all gaps are addressed and records are brought up to standard
• Upholding the expectation that records are accurate, specific, and completed on the day of the visit

2. Medication Administration Records

The Administrator checks that Medication Administration Records (MARs) are signed for every visit and that no entries are missing or incomplete.

• Promptly investigating any unsigned or incomplete MAR entries
• Escalating medication concerns to the appropriate person without delay
• Maintaining a consistent audit trail that supports safe medication management

3. Incident Management & Escalation

When issues arise whether a missed visit, a client concern, a fall, or a medication error, the Administrator acts as first responder. Speed and clarity of communication are essential.

• Assessing the situation and taking immediate action where required
• Informing the GP where there is a clinical concern requiring medical input
• Escalating to the Registered Manager when senior oversight is needed
• Maintaining clear records of all incidents, actions taken, and outcomes

4. Community Spot Checks

The Administrator carries out unannounced visits to care calls in the community to verify that the standard of care delivered matches what is recorded and that clients are being treated with dignity and respect at all times.

• Planning and conducting regular unannounced spot checks across the caseload
• Feeding back findings to staff and management constructively
• Identifying patterns or systemic issues that require follow-up action

5. Staff Supervision & Support

The Administrator holds regular formal supervisions with care staff and maintains a visible, approachable presence that staff feel comfortable turning to with concerns.

• Reviewing individual performance and providing clear, constructive feedback
• Recognising and acknowledging good work
• Addressing concerns promptly and sensitively
• Ensuring all staff are clear on expectations and feel supported in their roles
  

PERSON SPECIFICATION

The right candidate will bring:

• Experience in a care coordination, compliance, or senior care role
• Strong organisational skills and the ability to manage multiple priorities
• Confidence in raising concerns and escalating issues without hesitation
• Excellent written communication. Ability to produce clear, accurate records
• A calm, solutions-focused approach under pressure
• The ability to build trust with both frontline staff and management
• Full UK driving licence and access to own vehicle (community-based role)
  

WHAT WE EXPECT

We expect the Care Compliance Administrator to hold themselves and others to a consistently high standard, not as a box-ticking exercise, but because every record, every medication check, and every spot check directly affects the safety and wellbeing of real people in our care.

Problems do not sit. Concerns are communicated. Standards are upheld, every day, for every client.

Our Client is looking to recruit a Drug Safety Administrator to join their team

This is a Technical Role for persons with a life science degree, degree in pharmacy and nursing qualifications. For this title, the Drug Safety Administrator desirable to have at least 1 year of experience as a Drug Safety Administrator or can be a recent graduate. The Drug Safety Administrator shows an understanding of the Quality Management Process with a good knowledge and understanding of applicable company policies, procedures and working practice documents.

KEY RESPONSIBILITIES & TASKS

• For scenarios or projects that fall outside the scope of their technical, clinical or medical expertise should be escalated or in certain circumstances pre-checked by a senior or more technically qualified colleague before final release.
• Keeping the Pharmacovigilance Manager fully informed of problems and issues that may arise related to the product, adverse events, the patients, prescribers or the marketing authorisation holder.
• In the absence of Drug Safety Associate, the Drug Safety Administrator escalates these issues to a senior or more technically qualified staff member for their clinical input and guidance, as required.
• Upload ProQuest alerts for assigned active ingredients into the Literature Monitoring System (LMS). Identifying case reports and important safety information/published studies in the LMS database.
• Processing selected case reports in the ICSR database.
• Checking all literature case reports have the appropriate AE terms assigned for MedDRA coding. Notifying the QPPV of cases where the appropriate MedDRA term cannot be identified independently.
• Reconciliation both with clients and/or with PV partners on behalf of clients (as required).

Screening of Published Literature & the MLM Service

Individual Case Safety Reports

• Processing ICSR reports from any source in the drug safety database.
• Attaching source documents with each case on the drug safety database.
• Exchanging a PV case reference from the ICSR database and exchanging these with PV partners.
• Conducting follow up investigation for direct reports from either patients or healthcare professionals. Exchanging a PV case reference from the ICSR database and exchanging these with PV partners.
• Conducting follow up investigation for direct reports from either patients or healthcare professionals.

Qualifications

The ideal person will must have a Life Science Degree either a recent graduate looking to secure their second job, or has a nursing degree or experience

Please note only CV s with these qualifications or experience will be considered.

Has a life science degree and is either a recent graduate or looking to secure their second job.

Candidates must be located within commuting distance of either Bedfordshire, Buckinghamshire, or Northamptonshire.