Development and Relationship Administrator

Job Brief

The Development and Relationship Administrator provides high-quality administrative support to the Development and Relationships Team and contributes to the efficient day-to-day operation of the department. The role is responsible for maintaining accurate records, preparing and formatting documents, updating care management and business systems, collating information, producing reports, monitoring actions and supporting equipment procurement and asset administration. The postholder must be highly organised, confident using computers and Microsoft-based systems, and able to prioritise work effectively to meet agreed deadlines and set timescales.

Responsible To

Day-to-day reporting

Development and Relationship Senior Manager / Relationship Director

Supervision and development

Development and Relationship Senior Manager

Role purpose

To provide efficient, accurate and well-organised administrative support across development, funding, equipment procurement, record management and departmental processes, ensuring tasks are completed to a high standard and within agreed timescales.

Main Duties and Responsibilities

To provide comprehensive administrative support to the Development and Relationships Team, contributing to the effective delivery of departmental processes. The postholder will maintain accurate records, manage information, use Microsoft and other business systems confidently, and ensure work is completed within agreed deadlines and timescales. Duties include, but are not limited to, the following:

General Day-to-Day Duties

· Maintain the office environment to a high standard of organisation and professionalism.

· Act as a friendly, helpful and professional point of contact.

· Take telephone calls, enquiries and administrative requests, respond appropriately, record information accurately and direct matters to the relevant person when required.

· Prepare, format and maintain a range of company documentation, reports and records, ensuring information is accurate, up to date and professionally presented.

· Use initiative to help ensure documents and paperwork are kept up to date and reviewed.

· Support the administration, maintenance and effective use of care management and other business systems.

· Ensure records, documentation and administrative processes are maintained in accordance with organisational policies, data protection requirements and information governance standards.

Support with administration of Reviews

· Collect information in preparation for upcoming reviews, work closely with homes to ensure documents are up to date, and the care management system has been completed.

· Generate reports and process information from the care management system for directors, authorities, case managers and families, where required.

· Work closely with the homes and relevant colleagues to obtain, check and share information in a timely manner and in line with data protection requirements.

· Prepare and distribute information and documentation to funding bodies, local authorities and other stakeholders, ensuring information is shared securely and within required timescales.

· Complete regular audits of commissioned and delivered support hours, identifying and escalating discrepancies where required.

Equipment Procurement and Ongoing Oversight

· Coordinate the administration of equipment orders, maintaining clear records and liaising with relevant suppliers and funding authorities regarding approvals, delivery and collection.

· Maintain accurate records and tracking systems relating to equipment requests, funding applications and procurement activity.

· Support operational teams with the accurate completion, submission and tracking of equipment requests and associated documentation.

· Develop and refine administrative systems and processes to improve efficiency and effectiveness.

· Maintain accurate records of lifting equipment and other assets, ensuring items are registered, tracked, inspected and removed from records when no longer in use.

· Update equipment records promptly, including newly purchased items, funded equipment and equipment introduced to support new individuals using the service.

· Ensure asset information is kept up to date and organised, supporting effective monitoring, maintenance and compliance processes.

· Maintain accurate communication records relating to equipment providers, suppliers and funding authorities, tracking outstanding actions concerning repairs, servicing, replacement or collection of equipment.

Person Specification

Attribute

Essential

Desirable

Personal Characteristics

Practical and solution-focused, with the ability to apply sound judgement and common sense.

Highly organised and methodical, with the ability to manage competing priorities.

Able to take ownership of tasks through to completion.

Demonstrate honesty, integrity and professionalism.

Skills and Knowledge

Ability to maintain strict confidentiality under GDPR legislation and handle highly sensitive personal and organisational information with discretion and professionalism.

Excellent computer and digital literacy skills.

Confident and competent in the use of Microsoft 365 applications, particularly Word, Excel, Outlook and Teams.

Excellent organisational, administrative and time-management skills.

Strong attention to detail and a high level of accuracy.

Effective verbal and written communication skills.

Able to plan work, monitor progress and complete tasks within set deadlines and agreed timescales.

Experience working within a health, social care or residential care environment.

Understanding of information governance, UK GDPR and data protection requirements.

Experience producing reports.

Benefits:

• Canteen

• Casual dress

• Company events

• Company pension

• Discounted or free food

• Employee discount

• Free flu jabs

• Free parking

• Health & wellbeing programme

• On-site parking

• Referral programme