Office Administration Apprentice SOUTHERN COUNTIES CARING LTD

We are seeking a highly organised and compassionate individual to join our care agency as an Office Apprentice. In this multifaceted role, you will be responsible for providing administrative support to our care agency while also assisting in coordinating schedules, creating Rota’s, and participating in care plan development.

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Closing date: 18 Dec 2023

Apprenticeship summary

  • Annual wage


  • Working week

    Monday to Friday - 9:00am to 5:00pm

    Total hours per week: 35

  • Expected duration

    18 Months

  • Possible start date

    08 Jan 2024

  • Date posted

    18 Aug 2023

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

What you will do in your working day

  • Efficiently manage the agency's office tasks, including answering phone calls, responding to emails, and handling day-to-day administrative duties
  • Maintain accurate and up-to-date client records, ensuring confidentiality and adherence to data protection regulations
  • Prepare and maintain documentation related to staff training, certifications, and compliance

1. Coordinating Staff Rota’s:

  • Collaborate with the care agency's management team to create and manage staff Rota’s, always ensuring proper coverage for client care services
  • Address scheduling conflicts and communicate any changes in the Rota effectively to all staff members involved
  • Monitor staff attendance and punctuality, reporting any concerns to the appropriate supervisors

2. Care Plan Writing and Review:

  • Assist in the development and updating of care plans for clients, incorporating their individual needs, preferences, and goals
  • Work closely with care managers and care coordinators to ensure care plans align with the specific requirements of each client and comply with relevant regulations and standards
  • Review and revise care plans regularly to reflect changes in clients' conditions and care needs

3. Communication and Collaboration:

  • Act as a liaison between the care agency, clients, and care providers, fostering positive communication and resolving any issues that may arise
  • Collaborate with the recruitment team to ensure adequate staffing levels are maintained, considering leave, vacations, and staff turnover

4. Quality Assurance:

  • Participate in quality assurance and compliance initiatives to uphold the agency's high standards of care and service delivery
  • Identify areas for improvement in administrative processes and actively contribute to implementing efficient solutions


•   Proven experience in office administration and coordination, preferably in a healthcare or care agency setting

•   Strong organisational skills with the ability to manage multiple tasks efficiently

•   Excellent written and verbal communication skills

•   Empathetic and caring nature, understanding the needs of both clients and care providers.

•   Proficiency in using office software and care management systems.

•   Knowledge of relevant regulations and standards related to care provision is desirable

•   Ability to work collaboratively as part of a team and independently when required

•   Flexibility to adapt to changing priorities and requirements

Join our care agency as an Office Administrator and Coordinator and play a vital role in ensuring that our clients receive the highest standard of care. If you are compassionate, detail-oriented, and passionate about making a positive impact in people's lives, we encourage you to apply and become a valued member of our team.

The training you will be getting

Provider: Bromley College of Further and Higher Education

On programme Training:

  • Level 3 Business Administrator Apprenticeship Standard
  • Level 2 Functional Skills in maths and English
  • Institute of Apprenticeship Certificate

End-Point Assessment (EPA):

  • Knowledge Training Test
  • Skills Test
  • Oral Questioning – underpinned by a portfolio

What to expect at the end of your apprenticeship

Further progression may well be available in other areas within our sector, upon successful completion of Level 3 Business Administration apprenticeship

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Problem solving skills, Presentation skills, Administrative skills, Number skills, Analytical skills, Logical, Team working, Creative, Initiative, Non judgemental, Patience


GCSE or equivalent Maths and English (Grade A*-C / 9-4) Desired

About the employer

Southern Counties Caring is a friendly, CQC registered care agency with new approaches to caring based in Crawley. Our Home Care (Domiciliary services) extend throughout West Sussex and Surrey. Currently we cover the areas around Crawley, Faygate, Poundhill, Crawley Down, Copthorne, Rusper, Lowfield Heath, Charlwood, Horsham and Horley.




XL House

Spindle Way


RH10 1TT

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Training provider


Adjustments for experience

You could reduce your training time, or finish your apprenticeship faster, if you have relevant prior learning or experience. This could be relevant:

  • training
  • qualifications, like an NVQ in a relevant field
  • industry or sector experience

Apprenticeship standard

Business administrator

Level 3 (A level)

Demonstrating experience

If your application is successful, you will have a chance to discuss your relevant prior learning or experience with your training provider and employer. You will all need to agree any adjustments to your training plan.

You should be prepared to show your competence, and evidence of relevant qualifications

Before you apply

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