Office Manager (Supported Living)

Job Title: Office Manager

SOC Code: 4141 – Office Managers

Hours: 37.5 hours per week

Salary: £41,700 per annum

Job Purpose

The Office Manager is responsible for planning, organising, and coordinating the day‑to‑day administrative operations. The post holder will ensure the office operates efficiently and effectively, supporting the delivery of high‑quality, person‑centred support services for adults living independently within supported living settings.

Working closely with the Registered Manager, the Office Manager will oversee office administration, business systems, staff records, compliance, and resource management to ensure the organisation meets the requirements of the Care Quality Commission (CQC), GDPR, employment legislation, and company policies. The role is responsible for coordinating administrative resources, supervising office staff, improving operational efficiency, and providing professional support to service users, employees, commissioners, local authorities, healthcare professionals, and other stakeholders.

Key Responsibilities

• Plan, organise and coordinate the daily administrative activities of the office to ensure efficient business operations.
• Develop, implement and review office procedures, administrative systems and operational processes.
• Supervise, support and coordinate administrative staff, allocating workloads and monitoring performance.
• Ensure office equipment, IT systems, software, and business resources are maintained and operating effectively.
• Monitor office performance and recommend improvements to increase efficiency and service quality.
• Maintain accurate staff, service user, business and operational records in accordance with GDPR, CQC regulations and company policies.
• Coordinate document management systems, record retention and information security procedures.
• Support internal audits, quality assurance reviews and CQC inspections.
• Ensure organisational policies, procedures and operational documentation remain current and compliant with legislation and regulatory standards.
• Maintain compliance records relating to supported living services, including safeguarding, incidents, complaints and health and safety documentation.
• Coordinate recruitment administration, including advertising vacancies, arranging interviews, issuing offer documentation and completing pre‑employment checks.
• Maintain personnel files, employment records, training records, DBS renewals and Right to Work documentation.
• Monitor mandatory training compliance and support staff induction programmes.
• Liaise with management regarding staffing requirements and workforce planning.
• Provide administrative support for the scheduling and coordination of supported living staff.
• Produce management reports, performance data, spreadsheets and operational information for senior management.
• Organise meetings, prepare agendas, record minutes and monitor agreed actions.
• Support effective communication between management, support workers, service users, families and external professionals.
• Process invoices, purchase orders and supplier payments.
• Maintain office expenditure records, petty cash and procurement documentation.
• Liaise with payroll regarding staff timesheets, absences and employment records.
• Monitor office budgets and ensure cost‑effective purchasing of office supplies and equipment.