Recruitment support & office administrator

Job Purpose

The Recruitment support & Administration is responsible for supporting the effective recruitment, onboarding, administration and quality assurance functions within Mighty Health Care.

The postholder will support the recruitment of suitable care staff from initial candidate sourcing through to onboarding, while also maintaining accurate records, supporting quality monitoring and ensuring administrative processes are completed consistently and in accordance with company procedures and regulatory requirements.

The role is an important link between recruitment, care staff, the office team and management, helping Mighty Health Care maintain a safe, effective and appropriately staffed domiciliary care service.

Key Responsibilities

Recruitment & Candidate Sourcing

• Proactively identify and attract suitable candidates for care and office vacancies.
• Generate recruitment leads using online job boards, social media, professional networks, recruitment platforms and other appropriate sources.
• Advertise vacancies and maintain accurate and professional job advertisements.
• Review applications and CVs against the requirements of each role.
• Screen and shortlist suitable candidates.
• Conduct initial telephone screening calls with prospective employees.
• Coordinate and schedule interviews between candidates and relevant managers.
• Maintain regular communication with candidates throughout the recruitment process.
• Develop and maintain an active candidate pipeline to support current and anticipated staffing requirements.
• Monitor recruitment activity and provide updates to management regarding applications, interviews, recruitment progress and outstanding vacancies.
• Support recruitment campaigns and initiatives aimed at attracting suitable candidates to Mighty Health Care.

Recruitment Compliance & Onboarding

• Support the onboarding of successful candidates from conditional offer through to commencement of employment.
• Ensure all required pre-employment checks and documentation are obtained and appropriately recorded before staff commence work.
• Support checks relating to identity, right to work, employment history, references, DBS status and relevant qualifications or training, as applicable to the role.
• Maintain accurate recruitment and personnel records.
• Ensure recruitment documentation is appropriately stored and handled confidentially.
• Monitor outstanding recruitment and onboarding requirements and follow these up promptly.
• Ensure staff records contain relevant evidence of training, DBS checks and care qualifications/certifications.
• Support new starters with the completion of required onboarding documentation and internal systems.

Quality Assurance & Compliance

• Assist in maintaining accurate and up-to-date client care files and documentation.
• Complete routine checks and audits of client and staff records.
• Identify missing, incomplete or inaccurate documentation and escalate or follow up corrective actions.
• Support the management team in monitoring compliance with company policies, procedures and regulatory requirements.
• Support preparation for inspections and quality monitoring by external bodies, including Care Inspectorate Wales (CIW).
• Assist with gathering evidence, records and documentation required for regulatory or commissioning audits.
• Support continuous improvement activities and identify opportunities to improve administrative processes.

Office Administration & Care Systems

• Maintain organised electronic and physical filing systems.
• Check, archive and maintain records in accordance with company procedures.
• Update relevant care management, recruitment and administrative systems.
• Monitor scheduling systems and assist with ensuring visits are planned in accordance with care requirements.
• Complete and monitor electronic call logging information relating to staff arrivals and departures.
• Collate information and prepare reports relating to compliance, care visits, complaints, recruitment and other management information.
• Assist with rotas and service planning where required.
• Attend, coordinate and take minutes at meetings where requested.
• Act as a point of contact for internal and external enquiries and ensure information is directed appropriately.

Communication & Staff Support

• Maintain professional communication with candidates, employees, clients, families, external professionals and other stakeholders.
• Support communication of relevant company policies, procedures and operational updates.
• Assist with arranging staff meetings, supervision sessions, training and other workforce activities.
• Maintain appropriate attendance and administrative records.
• Work collaboratively with managers and supervisors to identify staffing and recruitment requirements.
• Provide administrative support to the Registered Manager, supervisors and wider management team as required.

Staff Wellbeing, Engagement & Social Media

• Support the organisation and delivery of staff wellbeing initiatives.
• Assist with the preparation of monthly staff wellbeing information and activities.
• Support one-to-one wellbeing arrangements where appropriate and directed by management.
• Assist with client engagement activities.
• Support Mighty Health Care's social media presence and employer branding.
• Promote vacancies, recruitment campaigns, staff achievements, wellbeing activities and appropriate company updates through approved social media channels.
• Ensure social media activity maintains confidentiality and complies with company policy.

Confidentiality & Data Protection

The postholder will have access to confidential employee, candidate and service-user information and must maintain strict confidentiality at all times.

Personal information must be processed, stored and shared appropriately and in accordance with company policies and applicable data protection requirements.

Skills & Competencies

The successful candidate should demonstrate:

• Strong organisational and administrative skills.
• Excellent attention to detail and accuracy.
• Confident verbal and written communication skills.
• Ability to communicate professionally with candidates, employees, managers and external professionals.
• Ability to prioritise and manage multiple competing tasks.
• Strong candidate engagement and relationship-building skills.
• Confidence using recruitment platforms, job boards and social media.
• Competence using Microsoft Office and electronic record-management systems.
• Ability to maintain confidentiality and exercise professional judgement.
• Ability to identify discrepancies or concerns and escalate them appropriately.
• Ability to work independently while contributing effectively to the wider office team.
• A proactive approach to recruitment, administration and problem solving.

General Responsibilities

The postholder will be expected to:

• Work in accordance with Mighty Health Care policies and procedures.
• Maintain appropriate professional boundaries and confidentiality.
• Promote equality, diversity and inclusion.
• Support safeguarding and raise concerns appropriately.
• Participate in training, supervision and performance reviews.
• Contribute to a positive, professional and supportive office culture.
• Undertake other reasonable duties consistent with the level and responsibilities of the role.

Equality & Inclusion

Mighty Health Care Limited is committed to providing equality of opportunity and maintaining an inclusive working environment. Recruitment and employment decisions will be based on the requirements of the role and applicants' skills, experience and suitability.

Job Description Review

This job description provides an overview of the main responsibilities of the position and is not intended to be exhaustive. Duties may reasonably develop in response to the needs of Mighty Health Care, following appropriate consultation where changes materially affect the employee's role.

Pay: £13.45 per hour

Expected hours: 37.5 per week

Benefits:

• Casual dress
• Company events
• Company pension
• Employee discount
• Employee mentoring programme
• Health & wellbeing programme
• Sick pay

Application question(s):

• Ability to use software (work,excel,powerpoint)

Language:

• English (required)

Licence/Certification:

• Driving Licence (required)

Work authorisation:

• United Kingdom (required)

Location:

• Cardiff, Cardiff (required)

Work Location: In person