Office Administrator

2 days ago

Coventry CV BY, United Kingdom Ceiba Community Support Full time £24,000 - £30,000 per year

Ceiba Community Support is a values-driven adult social-care organisation dedicated to delivering safe, high-quality, person-centred support. We are looking for a highly organised and proactive Office Administrator to join our Coventry office. This is a key role supporting our management team with administration, compliance, HR processes and daily office operations.

If you enjoy a varied role, have strong attention to detail, and want to be part of a supportive and friendly team, we would love to hear from you.

Key Responsibilities:

Office & Compliance

  • Maintain a well-organised, safe and compliant office environment.
  • Manage stationery, equipment and office layout; arrange repairs when needed.
  • Oversee visitors' log, mail processing and office certificates.
  • Support health & safety duties including acting as Fire Marshal and First Aider.
  • Update regulatory and compliance documents (risk assessments, COSHH, website info, Skills for Care account).
  • Arrange PAT testing, fire drills and safety checks.

Recruitment & HR Administration

  • Post job adverts, shortlist candidates and arrange interviews.
  • Complete right-to-work checks, DBS checks and reference requests.
  • Create and maintain accurate staff files
  • Manage ID badges, induction packs and new starter onboarding tasks.
  • Handle archiving for leavers and maintain sponsor licence tasks (CoS, reporting, record-keeping).

Training Coordination

  • Create training accounts, book training and send reminders.
  • Keep the training matrix and records updated.
  • File training certificates and support staff development processes.
  • Attend occasional conferences or training sessions.

Meetings & Reporting

  • Organise and chair staff meetings, prepare agendas and take minutes.
  • Collate monthly reports for management (training, supervisions, competency checks, document updates).
  • Assist with quality assurance reports and audits.

General Office Administration

  • Maintain electronic and physical filing systems.
  • Update internal spreadsheets and trackers; share updates with senior management.
  • Support managers with rotas and general paperwork.
  • Respond to queries, process complaints and provide high-quality admin support.

About You

We are looking for someone who is:

  • Highly organised with strong attention to detail.
  • Able to prioritise a high volume of varied tasks.
  • Confident using Microsoft Office (Word, Excel, Outlook).
  • Comfortable handling confidential information.
  • Professional, reliable and able to work independently.
  • Experience in social care administration or compliance (preferred but not essential).
  • Training (e.g., Fire Marshal/First Aid) can be provided for the right candidate.

What We Offer

  • Supportive, friendly working environment.
  • Opportunities for development and training.
  • Meaningful work contributing to high-quality social care services.

Job Types: Part-time, Permanent

Pay: From £12.50 per hour

Expected hours: 18 per week

Benefits:

  • Flexitime

Work Location: In person

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