Office Administrator

Exceptional home care depends on accurate records, responsive coordination, and thoughtful communication. The Office Administrator supports these priorities across compliance, care administration, recruitment, visit reconciliation, and general office operations. By connecting India-based expertise with a UK healthcare team, this role offers meaningful global exposure, a balanced daytime schedule, and long-term growth with Emapta for top 1% talent seeking impact.

Snapshot

Employment Type

Full-time

Work Setup

Onsite(Coimbatore, Tamil Nadu India)

Shift

Day Shift, 8:00 AM–5:00 PM UK Business Hours, Weekends Off

Benefits

Competitive package

Medical life insurance

Standard government and Emapta benefits

Well-equipped, modern, and accessible offices

Employee engagement initiatives

Mentorship and exposure to global leaders and teams

Diverse, inclusive, and supportive culture

Transparent performance management

Unlimited upskilling through Emapta Academy courses (Want to know more? Visit: https://emapta.com/training-calendar/)

Qualifications

Candidate Profile

5+ years of relevant experience in office administration, healthcare administration, recruitment coordination, payroll support, reconciliation, or a related field

Bright, proactive, eager-to-learn, and highly adaptable approach

Strong intellectual ability, attention to detail, and capacity to learn processes quickly without requiring extensive specialist experience

Essential

Excellent spoken and written English

Clear, neutral, and easily understandable English accent

Strong verbal communication skills and confidence speaking with UK-based clients, candidates, care professionals, and colleagues

High attention to detail and ability to follow structured processes

Confidence working with numbers, reports, reconciliations, and administrative data

Excellent organizational and time-management skills

Ability to learn new systems, processes, and terminology quickly

Professional, friendly, patient, and empathetic telephone manner

Capacity to work independently and recognize when to escalate an issue

Discretion when handling confidential and sensitive information

Willingness to work flexibly when required for month-end activities, audits, or other business needs

Availability to adjust start and finish times when operationally required and agreed upon in advance

Willingness to work approved additional hours in accordance with applicable overtime procedures

Willingness to work fully onsite

Desirable

Previous experience in a UK home care, healthcare, or social care environment

Background in care administration or care planning

Familiarity with care plans, care schedules, medication changes, and care visit administration

Exposure to recruitment screening or coordination

Knowledge of invoicing, payroll administration, reconciliation, or general office administration

Proficiency in care management or scheduling systems, particularly Birdie

Communication and Cultural Awareness

Strong communication and active listening skills, with the ability to understand and communicate effectively with customers across a range of British accents and dialects

Ability to communicate clearly, listen attentively, and adapt to different communication styles

Warm, patient, friendly, and professional approach in every interaction

Responsibilities

Compliance Administration

Complete daily compliance checks and administrative activities according to established processes.

Retrieve and review relevant reports and records to ensure all required information is complete and accurate.

Identify discrepancies, missing information, and potential issues, escalating them to the appropriate UK team members.

Maintain accurate records and supporting documentation.

Follow clearly defined compliance processes and complete all required checks within agreed timelines.

Support the UK team with additional compliance-related administrative tasks as required.

Care Administration

Support the administration and maintenance of care-related records and documentation.

Assist with care plan updates and amendments, where appropriate, after completing the required training.

Process updates arising from changes to medication, family requirements, care arrangements, or client circumstances.

Maintain knowledge of key home care terminology and processes, including care plans, schedules, visits, and supporting documentation.

Perform general care administration activities during periods of available capacity.

Visit Reconciliation and Month-End Support

Reconcile care visits and associated records to ensure all information is accurate and complete.

Verify that care professionals have submitted the required hours and recorded visits correctly.

Identify and flag discrepancies involving visit duration, additional carers, supervision visits, or other adjustments that may affect invoicing or payroll.

Prepare and verify information for the external payroll team.

Assist with month-end invoicing and payroll-related checks.

Complete month-end activities during the first few days of each month, providing approximately 2 days of support depending on workload.

Recruitment Administration

Conduct initial screening of applicants and respond to recruitment enquiries.

Contact candidates by telephone to confirm their location, commute considerations, availability, right to work, relevant experience, and other predefined screening criteria

Record clear and useful qualitative notes from candidate conversations.

Assess candidates’ communication skills, professionalism, friendliness, and suitability against agreed criteria.

Schedule interviews with the appropriate UK team members.

Maintain recruitment calendars and interview records.

Organize candidate notes and supporting information.

Telephone and General Office Administration

Answer incoming telephone calls and provide a professional and friendly first point of contact.

Take accurate messages and transfer calls to the appropriate team members.

Make follow-up calls as required.

Provide