Health Care Administrative Assistant

Job Description:

  • Coordinate with carers, clients, patients, and family members regarding care schedules and service updates
  • Assist with staff rota management using the company's care management software
  • Handle routine operational communications via company email and WhatsApp
  • Respond to schedule changes, cancellations, appointment requests, and other care-related updates
  • Support the office team with general day-to-day operational tasks
  • Maintain staff compliance records and monitor Right to Work checks
  • Assist with DBS administration and track training records, proof of address, and regulatory documentation
  • Help prepare documentation for compliance audits and follow CQC standards and company procedures
  • Review and organize weekly staff timesheets
  • Assist with payroll preparation
  • Prepare and process invoices using invoicing software
  • Maintain accurate administrative records for the accountant
  • Perform document management, data entry, and routine office administration
  • Maintain organized digital records and follow company SOPs
  • Handle confidential patient and employee information professionally and discreetly

Requirements:

  • 1–3 years of work experience
  • Previous experience as an Administrative or Executive Virtual Assistant
  • Strong Microsoft Office skills, including Excel, Word, and Outlook
  • Excellent written and verbal English communication skills
  • Highly organized with strong attention to detail
  • Ability to multitask and prioritize in a fast-paced environment
  • Willingness to learn UK healthcare regulations and company processes
  • Ability to maintain strict confidentiality and sign an NDA
  • Preferred: background in healthcare, nursing, medical administration, or allied health
  • Preferred: familiarity with UK healthcare or home care services
  • Preferred: understanding of basic medical terminology
  • Preferred: experience supporting regulated healthcare environments
  • Preferred: experience with compliance documentation and staff onboarding
  • Comfortable using or learning Microsoft Excel, Microsoft Word, Outlook/company email, WhatsApp, online care management software, online timesheet management systems, invoicing software, and digital document management systems
  • Ability to work 8:00 AM–6:00 PM UK Time
  • Occasional after-hours messages may require acknowledgment or action
  • Target start date: October 1

Benefits:

  • Training will be provided on all company-specific platforms and processes
  • Remote work
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