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