Care Compliance Administrator in Aylesbury

The Care Compliance Administrator plays a central role in maintaining the quality, accuracy, and safety of care delivery across our client base. This position sits at the intersection of compliance, clinical oversight, and staff development ensuring that every visit is properly documented, every concern is acted upon promptly, and every member of the care team is supported to perform at their best. This is a hands-on, field-facing role that requires strong attention to detail, confident decision-making, and a genuine commitment to high standards of care.

POSITION DETAILS

• Responsible for: 15 active clients
• Works closely with: Care Staff, Registered Manager, GPs and external stakeholders
• Works pattern: Community-based with office duties

KEY RESPONSIBILITIES

1. Daily Records & Audit
   • Every day, the Administrator reviews daily notes for all 15 clients, verifying that carers have logged in to visits, written accurate and detailed notes, and recorded all personal care tasks including washing, bathing, and any assistance provided.
   • Identifying missing or vague entries and following up directly with the relevant staff member.
   • Ensuring all gaps are addressed and records are brought up to standard.
   • Upholding the expectation that records are accurate, specific, and completed on the day of the visit.
2. Medication Administration Records
   • The Administrator checks that Medication Administration Records (MARs) are signed for every visit and that no entries are missing or incomplete.
   • Promptly investigating any unsigned or incomplete MAR entries.
   • Escalating medication concerns to the appropriate person without delay.
   • Maintaining a consistent audit trail that supports safe medication management.
3. Incident Management & Escalation
   • When issues arise whether a missed visit, a client concern, a fall, or a medication error, the Administrator acts as first responder. Speed and clarity of communication are essential.
   • Assessing the situation and taking immediate action where required.
   • Informing the GP where there is a clinical concern requiring medical input.
   • Escalating to the Registered Manager when senior oversight is needed.
   • Maintaining clear records of all incidents, actions taken, and outcomes.
4. Community Spot Checks
   • The Administrator carries out unannounced visits to care calls in the community to verify that the standard of care delivered matches what is recorded and that clients are being treated with dignity and respect at all times.
   • Planning and conducting regular unannounced spot checks across the caseload.
   • Feeding back findings to staff and management constructively.
   • Identifying patterns or systemic issues that require follow-up action.
5. Staff Supervision & Support
   • The Administrator holds regular formal supervisions with care staff and maintains a visible, approachable presence that staff feel comfortable turning to with concerns.
   • Reviewing individual performance and providing clear, constructive feedback.
   • Recognising and acknowledging good work.
   • Addressing concerns promptly and sensitively.
   • Ensuring all staff are clear on expectations and feel supported in their roles.

PERSON SPECIFICATION

• Experience in a care coordination, compliance, or senior care role.
• Strong organisational skills and the ability to manage multiple priorities.
• Confidence in raising concerns and escalating issues without hesitation.
• Excellent written communication. Ability to produce clear, accurate records.
• A calm, solutions-focused approach under pressure.
• The ability to build trust with both frontline staff and management.
• Full UK driving licence and access to own vehicle (community-based role).

WHAT WE EXPECT

We expect the Care Compliance Administrator to hold themselves and others to a consistently high standard, not as a box-ticking exercise, but because every record, every medication check, and every spot check directly affects the safety and wellbeing of real people in our care. Problems do not sit. Concerns are communicated. Standards are upheld, every day, for every client.