Childrens Services Administrator

Glanstone Care is seeking a highly organised and proactive Administrator to support the effective running of a newly established Residential Children’s Home for 30hrs per week (with scope to increase as the business expands). This is a varied and hands-on role providing administrative and operational support to the Senior Management Team and wider service. The role will initially be remote, before moving into an office in Southend-on-Sea, close to local transport links. The post holder will play a key role in ensuring the smooth day-to-day coordination of the home, working closely with care staff, catering teams, and maintenance colleagues to support a large and growing workforce. The role requires excellent organisational skills, strong communication, and the ability to manage competing priorities in a fast-paced environment. As part of a developing service, this position offers an exciting opportunity to contribute to the growth of the organisation. The role will evolve in line with the needs of the business, with increasing responsibility as the home expands and systems and processes become further established. The successful candidate will demonstrate professionalism, attention to detail, and a commitment to supporting high-quality care through efficient and effective administrative practice.

Main Duties:

• Providing high-quality administrative support to the Senior Management Team and Directors
• Monitoring and managing the central email inbox, responding to enquiries or forwarding as appropriate
• Maintaining accurate, up-to-date records across all systems and ensuring information is correctly stored
• Uploading and managing information on internal IT systems in a timely and accurate manner
• Assisting with HR administrative processes, including maintaining policies and procedures
• Supporting the recruitment process by coordinating applications, arranging interviews, issuing offer letters, and completing pre-employment checks
• Supporting the onboarding of new staff and coordinating induction arrangements
• Assisting with organising and coordinating staff training and development activities
• Liaising directly with catering staff, cooks, and maintenance teams to support the smooth day-to-day running of the home
• Assisting with the coordination and completion of staff rotas, ensuring appropriate staffing levels are maintained
• Communicating regularly with staff teams regarding workload, priorities, and operational expectations
• Supporting managers in planning staffing resources in line with service needs
• Acting as a key point of coordination between care, catering, and maintenance functions
• Assisting with payroll processes and providing administrative support relating to staff payments
• Supporting basic budget monitoring and financial administration tasks
• Supporting the review and maintenance of policies and procedures to ensure compliance with legal and regulatory requirements
• Supporting safer recruitment documentation and Single Central Record style checks
• Ensuring all records are maintained in line with GDPR and data protection legislation
• Maintaining strict confidentiality when handling sensitive information
• Working in line with safeguarding policies and procedures at all times
• Coordinating and attending meetings, including taking notes and tracking actions where required
• Maintaining effective communication with internal teams, external providers, and local authorities
• Supporting the planning and coordination of operational and service meetings
• Assisting with the creation and management of communications, including social media content, to promote the service
• Participating in training and ongoing professional development
• Contributing to the continuous improvement of administrative systems and processes
• Supporting the overall operational management of the service through effective administration
• Undertaking any other duties appropriate to the role, recognising that responsibilities will develop as the service grows and expands

Person Specification:

Essential Knowledge and Skills:

• Knowledge and understanding of confidentiality and safeguarding
• Exceptional organisation and time management skills
• Good minute-taking skills including arranging meetings, any actions and requirements
• Proficient IT skills including significant experience in using Microsoft Office Applications and other relevant data systems
• Experience in Administrative and secretarial roles
• Excellent working knowledge of Word, Excel and other Microsoft packages
• Strong self-management and organisation skills