Administrator (Residential & Therapy)

Location: Head Office, Kearsney Manor, Alkham Road, Temple Ewell, Dover. CT16 3EQ

This role is available as either a full‑time position (37.5 hours per week) or as a job‑share arrangement, based at Head Office with occasional work across our therapeutic community sites in Dover, Deal and Sandwich.

For applicants interested in job sharing, we are open to appointing two individuals to jointly fulfil the role, for example:

• 2 days per week focused on therapy work, and
• 3 days per week focused on residential work

We are happy to discuss flexible arrangements and welcome applications from candidates interested in working part‑time as part of a job‑share.

Salary

 The salary range shown (£24,784.50 – £28,067.50) is the full‑time equivalent (FTE) salary.

For job share, the salary will be paid pro rata, depending on the agreed hours. We welcome applications from individuals interested in job sharing and encourage candidates to outline their preferred working pattern within their application.

Responsible To: Senior management for Residential and Therapy.

Channels and Choices Therapeutic Community aims to be a Centre of Excellence in Child Care and Education. We are an award winning, dynamic company specialising in children’s residential care, Fostering and Education based in South East Kent. OFSTED judge our services as ‘Outstanding’. We are committed to safeguarding the welfare of children and young people and expect all staff to share this commitment.

Additional Perks, Rewards and Benefits

• Private Optical, Dental and Audiological cover
• Private Medical care
• Loyalty scheme which rewards you with extra annual leave following 2 years of service, up to 5 extra days.
• Long service awards for 5-, 10- and 15-years’ service
• Regular team building days, parties, meals and more!
• Complimentary health and wellbeing support with our employee’s assistance programme
• Full Training Package

Job Summary:

The role of Administrator will involve providing effective and efficient administrative support within both the residential and therapy departments, with responsibilities including record-keeping, minute taking, meeting coordination, and effective liaison with staff and external professionals. The Administrator will  provide support with day-to-day operational tasks, and help maintain the overall efficiency of services, while consistently demonstrating confidentiality and professionalism.

Key Responsibilities:

• Provide general administration support via a Microsoft package, word, excel, outlook etc to include but not limited to producing accurate spreadsheets, reports and databases to support residential and therapy senior managers.
• Maintain effective communication with internal colleagues and external professionals, responding to enquiries in a professional and timely manner.
• Coordinate and manage regular meetings, including those with other departments and external professionals. Responsibilities include booking rooms, issuing diary invites and agendas, accurately recording minutes, and tracking agreed actions.
• Minute take for any relevant meetings as and when required and produce high quality minutes which will be shared internal and external professionals.
• Maintain the effectiveness of the therapy formulation assessment process, by organising the formulation meetings, minute taking, formatting the assessment reports and sharing them with internal and external professionals.
• To support with the delivery of the Psychiatry service by organising psychiatry appointments, distributing and collating relevant screening measures,  collating relevant paperwork required prior to appointment, formatting and distributing clinic letters and assessment reports, and updating children’s information on internal systems.
• Maintain and update internal monitoring systems, ensuring accurate data entry and collation of information, and produce statistical analyses and reports to support senior management.
• Support senior management in reviewing and developing internal systems and processes as part of the quality assurance framework.
• Collate and save regular reports such as regulation 44 and Ofsted reports.
• Create and manage purchase orders and invoices.
• Devise mangers and staff induction plans.
• To ensure the residential managers and deputies on call rota and therapy duty rota is completed within a timely manner and shared with the relevant people.
• Regularly update the residential on-call pack ensuring all information is correct and accessible to the correct people.
• Support the residential children’s activities coordinator with organising summer activity club.
• To book annual holidays for the residential children, to include gathering feedback from home managers, sourcing holidays and comparing prices, liaising with booking company and creating purchase orders.
• When advised, create staff hampers and celebration gifts for Christmas and outstanding Ofsted awards.
• Accurately record and manage children’s information across relevant electronic systems used, ensuring all documentation is properly scanned, uploaded, and maintained.
• Support the senior managers to ensure that staff are keeping accurate and well documented records in line with Information Governance and GDPR.
• To participate in the audit process to evidence good practice, and compliance as part of Information Governance and GDPR.
• Maintain an up-to-date knowledge of other relevant legislation for children’s social care including safeguarding policies and procedures and maintain confidentiality at all times.
• Make effective use of supervision, support, training and guidance.
• Support other administrative staff to help organise and facilitate any events/celebrations held by Channels and Choices.
• Any other duties that are deemed relevant and appropriate to your role as specified by the senior managers for residential and therapy.