Service Administrator

Location: Epsom, Surrey KT17

At Accordia, we support adults with learning disabilities, autism, acquired brain injuries and mental health needs to live fulfilling lives in their own homes within the community. We provide person-centred support to individuals with a range of needs, including complex behavioural needs and forensic histories.

Our services are registered with the Care Quality Commission (CQC), and we are committed to maintaining high standards of quality, compliance, governance and support.

This is an important role at the heart of our service, helping to ensure that records are accurate, staff training and compliance are up to date, and the service remains organised and inspection-ready. You will work closely with the Compliance Manager, Registered Manager, Deputy Manager, Team Leaders, HR Manager and Recruitment Officer to support the smooth and effective running of the service.

About the Role

As Service Administrator, you will provide essential administrative and coordination support across the service. You will help maintain accurate records, monitor deadlines, coordinate meetings and training records, and ensure that key compliance documents and evidence are readily available.

Your work will help managers and team leaders focus on delivering high-quality, person-centred support while ensuring that the service is prepared for CQC inspections and internal mock inspections.

Key Responsibilities

• Staff development and compliance: Maintain accurate records of staff supervision, appraisals, competencies and other essential employment documentation.
• Training compliance: Monitor training records, identify upcoming renewals or gaps, and follow up with colleagues to ensure records remain up to date.
• Rota and staffing administration: Support rota coordination and maintain accurate staffing records.
• Inductions and new starters: Assist with the administration of new starter documentation, inductions and onboarding records.
• Meetings and governance: Arrange meetings, prepare documents, take minutes and maintain action logs and governance records.
• Inspection readiness: Keep compliance evidence organised, accessible and up to date to support CQC inspections and internal audits.
• Service user records and engagement: Support the accurate maintenance of relevant service user records and assist with appropriate engagement activities.
• Service activities and Champions: Provide administrative support for service activities, initiatives and staff or service user champion roles.
• Tenancy and housing: Maintain relevant tenancy and housing documentation and support associated administrative processes.
• Premises, health and safety: Maintain premises compliance records and support the monitoring of relevant checks, inspections and actions.

Requirements

We are looking for someone who takes pride in their work, has excellent attention to detail and can manage competing priorities confidently. You will be comfortable working with confidential information, following up on outstanding tasks and ensuring that important deadlines are not missed.

You will also understand the importance of treating people with dignity and respect and working in a way that reflects Accordia’s person-centred approach.

Requirements

• At least one year of experience in an administrative or coordination role.
• Excellent organisational skills and the ability to manage multiple tasks and deadlines.
• Strong IT skills, particularly in Microsoft Word, Excel, Outlook and Teams, as well as electronic record systems.
• Excellent attention to detail and a commitment to accurate record-keeping.
• Clear written communication skills, including the ability to take and produce meeting minutes.
• Confidence in following up with colleagues tactfully and persistently.
• The ability to handle confidential information appropriately and in line with UK GDPR.
• A good standard of English and mathematics, equivalent to GCSE grade C/4 or above.
• A flexible, proactive approach, with the ability to identify gaps and take appropriate action.
• A commitment to quality, transparency, equality, inclusivity and innovation.
• A respectful, person-centred approach when working around the people we support.
• Willingness to undergo an Enhanced DBS check.

Benefits

• Company pension scheme
• Fully employer-funded health cash plan
• Access to 24/7 remote GP service
• Employee appreciation programme
• Counselling service
• Cycle to work scheme
• EarlyPay - salary advance scheme
• Blue Light Card
• Onsite parking
• Free pre-employment DBS check (you will then need to sign up for the DBS Update Service with a £13 annual subscription)
• Outstanding training, including training in risk management / care planning and fully funded NVQ qualifications
• Excellent opportunities for career progression
• An extra day off on your birthday