Operations Manager / Administrator

Job Summary:

The Operations Manager will oversee the day-to-day management of our residential care

services, ensuring the smooth running of care homes, staff coordination, financial

oversight, and regulatory compliance. This role combines operational leadership with

administrative efficiency, covering HR support, recruitment, facilities management,

budgeting, and stakeholder engagement. The Operations Manager will work closely with

the Responsible Individual (RI), Registered Managers, providing operational support

while ensuring compliance with business policies, HR regulations, and financial

objectives. With a strong emphasis on process improvement and cost management, this

role plays a key part in maintaining organisational efficiency and service continuity

across all residential provisions.

Duties and Responsibilities:

Staffing, Recruitment & HR Support

• Oversee safer recruitment procedures (with R.I), ensuring all staff undergo DBS

checks, reference verification, and pre-employment health checks.

• Manage recruitment processes, including posting vacancies on job boards, social

media, and the company website.

• Schedule interviews and coordinate onboarding for new hires, including

preparing orientation materials and welcome packs.

• Maintain up-to-date staff records, including qualifications, certifications, and

mandatory training logs.

• Monitor staff attendance, absence tracking, and performance records, escalating

concerns where necessary.

• Support disciplinary procedures by maintaining records and assisting in

investigations where required.

• Coordinate staff training sessions and ensure all mandatory training is up to date.

Financial & Budget Management

• Compile and coordinate home budgets, and reporting, for the residential care

homes, ensuring efficient resource allocation.

• Monitor and control expenditures, identifying areas for cost savings and

improving financial efficiency.

• Assist in preparing financial reports, including tracking recruitment costs, training

budgets, and operational expenses.

Facilities & Property Management

• Action and follow up on property maintenance requests to ensure all care homes

are safe and well-maintained.

• Schedule and manage gas and electric certifications to comply with health and

safety regulations.

• Oversee regular servicing and maintenance of company vehicles to ensure they

remain operational and compliant.

• Maintain accurate records of facilities management. Triage and assess priority,

ensuring that any property-related issues are resolved promptly.

Compliance, Record-Keeping & Administration

• Ensure all staff and resident records are securely maintained, in line with GDPR

and regulatory requirements.

• Maintain and update recruitment databases and tracking systems to ensure

efficient hiring processes.

• Coordinate and track resident admissions and discharges, ensuring all

documentation is completed correctly.

• Prepare and submit operational reports, ensuring accuracy and compliance with

regulatory expectations.

• Assist in audit preparation and continuous quality improvement to maintain high

operational standards.

• Manage office supplies, inventory tracking, and administrative systems (IT,

printer, doorbells, security systems), ensuring an efficient working environment.

Stakeholder Engagement & External Communication

• Work closely with the Responsible Individual (RI) to ensure that all regulatory,

safeguarding, and quality standards are met.

• Assist in managing company social media profiles and website content,

supporting recruitment and marketing efforts.

Continuous Improvement & Operational Efficiency

• Identify opportunities for process improvements, ensuring better resource

allocation and cost-effectiveness.

• Ensure effective internal communication, providing guidance to Registered

Managers and care home staff.

• Support crisis management procedures, ensuring smooth operational responses

to emergencies.

Qualifications & Skills

• Proven experience in operations management, ideally within residential care,

healthcare, or a regulated setting.

• Strong administrative and organisational skills, with experience managing HR,

recruitment, and compliance records.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database

management systems.

• Knowledge of financial processes, including budgeting, expenditure tracking, and

cost control.

• Excellent communication and leadership skills, capable of engaging with external

stakeholders, staff, and management teams.

• Ability to work independently and proactively, balancing strategic planning with

hands-on operational management.

• Familiarity with safeguarding policies, GDPR regulations, and compliance

frameworks.

What we Offer:

• A supportive and inclusive working environment.

• Opportunities for professional development and career progression.

• Competitive salary and benefits package.

• Onsite Parking

• Day Shift Monday to Friday 9am to 5pm

We are an equal opportunity employer. We celebrate diversity and are committed to

creating an inclusive environment for all employees.