Office Manager

Office Manager – Residential Childcare

Location: Switch House, Switch Island
Hours: Full time, 40 hours per week
Salary: £30,000 - £35,000
Contract: Permanent
Reports to: Operations Director
Works closely with: Internal Recruiter, HR, Finance, Senior Leadership
Safer Recruitment: Enhanced DBS required

About Us

Flora Care Solutions provides high-quality, trauma-informed care for children and young people in our residential homes. We are a values-driven organisation with a strong focus on safeguarding, emotional wellbeing, and continuous improvement.

We are now seeking an experienced and organised Office Manager to support our growing service and ensure our homes run smoothly, safely, and compliantly.

Purpose of the Role

To ensure the smooth, compliant, and efficient operation of Flora Care Solutions' residential children's homes through effective administrative, financial, and organisational management.

The Office Manager supports the Operations Manager and collaborates with the internal recruiter, registered managers, and central support teams to maintain robust systems for compliance, staffing, and operational excellence. The postholder plays a key role in promoting Flora Care's child-centred, trauma-informed, and values-driven culture across all administrative and operational functions.

Key Responsibilities:

Administration & Systems

• Maintain effective administrative and filing systems in line with GDPR.

• Manage records, correspondence, reports, and documentation for internal and external stakeholders.

• Oversee use of care management, HR, and compliance systems.

• Support audits, inspections, and regulatory visits (e.g., Ofsted, Regulation 44).

Finance & Procurement

• Assist with budget monitoring, forecasting, and expenditure tracking.

• Process invoices, purchase orders, petty cash and reconciliation.

• Maintain accurate financial records for staffing, placements, and operational costs.

• Liaise with finance colleagues and suppliers as required.

Compliance, Health & Safety

• Act as Health & Safety Coordinator, maintaining statutory checks and risk assessments.

• Maintain records for fire safety, first aid, and company vehicles (MOT, tax, insurance, servicing).

• Support Registered Managers in meeting Ofsted and Children's Homes Regulations

• Ensure policies and procedures are up to date and accessible.

HR & Staffing Support

• Work closely with the Internal Recruiter on recruitment administration.

• Maintain accurate recruitment and HR documentation in line with GDPR.

• Support staff induction, training coordination, and rota information for payroll.

• Act as an administrative point of contact for general HR queries.

Communication & Coordination

• Serve as a key contact for internal teams, commissioners, professionals, and suppliers.

• Schedule meetings, reviews, and training sessions.

• Take minutes and support follow-up actions.

• Promote positive communication across the organisation.

Continuous Improvement

• Regularly review administrative and operational processes to improve efficiency.

• Identify opportunities for digitalisation and better workflows.

• Contribute to inspection readiness and the achievement of Good or Outstanding outcomes.

Person Specification

Essential

• Previous experience as an Office Manager or senior administrator.

• Strong knowledge of safeguarding, GDPR, and health & safety.

• Excellent organisational, IT, and communication skills.

• Level 3 qualification in Business Administration (or equivalent).

• Proactive, flexible, discreet, and methodical.

Desirable

• Experience in residential childcare or social care.

• Familiarity with Ofsted or Children's Homes Regulations.

• Experience with HR or care management software.

• Additional training in H&S, first aid, or financial processes.

Additional Requirements

• Enhanced DBS check (paid for by the employer, if applicable).

• Commitment to safeguarding and promoting the welfare of children.

• Willingness to complete mandatory training and work flexibly when needed.

How to Apply

Please submit your CV and a short cover letter explaining why you're a strong fit for this role. Shortlisted candidates will be contacted promptly

Flora Care Solutions is committed to safeguarding and promoting the welfare of children. All roles are subject to safer recruitment checks, including an enhanced DBS, verification of identity and references, and mandatory safeguarding training.