Referrals & Administration Coordinator

About us

At Crystal Care Solutions, we provide high-quality residential care and supported accommodation for children and young people aged 8 to 25. With over a decade of dedicated service, we specialise in supporting young people with complex needs, trauma backgrounds, and emotional or behavioral challenges—offering them stability, growth, and hope for the future.

Established in 2007, we're proud to share that 50% of our homes are rated 'Outstanding' by Ofsted, a reflection of our unwavering commitment to quality care. In 2024, we were also honored as the Exceptional Employer at the Stars of Social Care Awards - a testament to the supportive, inclusive, and empowering environment we've built for our team.

Working at Crystal Care Solutions means being part of a passionate, values-driven organisation that puts children and young people at the heart of everything we do. Join us and help make a genuine difference every single day. We are now seeking a Referrals Manager to join our dedicated team and help us deliver high-quality placements and ensure the best outcomes for every child.

We are seeking a highly organised and detail oriented Referrals & Administration Coordinator to provide efficient administrative support across our referrals, recruitment, and training processes. This is a key role within our organisation, ensuring that referral information is accurately logged and shared, recruitment processes run smoothly, and vital training and regulatory records remain compliant and up to date.

This position also supports the upkeep of our ClearCare system, ensuring that essential data is recorded and maintained to the highest standard. The successful candidate will work closely with colleagues across the organisation and contribute to a positive, professional team culture.

Your Role

• Manage the administration of the referral tracking system, maintaining accurate and up-to-date records of incoming referrals.
• Monitor relevant portals to ensure all opportunities are captured and recorded.
• Collect and manage occupancy data to support the production of monthly KPIs for business development and marketing.
• Populate and update the organisation's contact database.
• Maintain strict data protection and confidentiality when handling sensitive information.
• Support the Recruitment Team by sifting candidates and completing initial pre-screens via our onboarding system.
• Assist when required with gathering information for safer recruitment checks.
• Maintain accurate and up-to-date training logs to ensure compliance with regulatory standards.
• Provide general administration support and upkeep of the ClearCare system.
• Build and maintain positive working relationships with colleagues, contributing to a supportive and collaborative team environment.

What we are looking for

Essential Criteria:

• Degree-level qualification or equivalent experience.
• Willingness to complete required mandatory training.
• Previous experience in an administrative role.
• Strong verbal and written communication skills.
• Proficiency using Microsoft Office and general IT systems.
• High attention to detail and accuracy in data entry.
• Experience in data management, reporting, and the use of referral or CRM systems.
• Understanding of children's residential care, safeguarding legislation, and regulatory frameworks (e.g., Children's Homes Regulations, Ofsted requirements).
• Excellent communication, negotiation, and interpersonal skills.
• High level of organisation, attention to detail, and ability to manage multiple priorities and deadlines.
• Ability to interpret and present data for use in reporting and strategic planning.

Desirable Criteria:

• Experience working within children's residential services or a similar social care setting.
• Proven experience managing or supporting the referrals and admissions process
• Experience using Clearcare

What we offer

• Pension auto-enrolment
• Enhanced family friendly entitlement
• Pay Care Scheme – cashback on medical expenses
• Employee Assistance Programme – 24/7 support
• Perkbox – discounts at high street and online retailers
• Annual Leave Service Award
• Refer a Friend Scheme – earn rewards together
• Free meals on shift and paid DBS

Job Type: Full-time

Pay: £35,000.00 per year

Benefits:

• Additional leave
• Employee discount
• Work from home

Work Location: Hybrid remote in Nantwich CW5 6PF