We are seeking a highly organized and detail-focused Care Planning Administrator to support our care and management team with the day-to-day administration of care planning and compliance documentation.
Seymour House is a boutique care home that is located in Northwood, Middlesex – North West London near the Metropolitan Line station. It is a modern, luxurious 36 bed home that provides 24 hour dementia care, with a personal touch. We aim to provide a real ‘home from home’ environment and strive to provide the highest levels of care possible.
This is an ideal role for someone looking for flexible working hours while making a meaningful contribution to high-quality care delivery.
Care Planning Administrator Key Responsibilities
- Creating,updating, maintaining and auditing resident care plans
- Ensuring documentation complies with CQC and regulatory standards
- Supporting the care team with risk assessments, reviews and updates
- Managing confidential records in line with GDPR
- Liaising with care staff where required
- Assisting with audits and quality assurance documentation
Essential Skills & Experience
- Previous administration experience (healthcare/care setting desirable)
- Excellent attention to detail and organisational skills
- Strong written and verbal communication
- Confident using Microsoft Word, Excel and digital care systems
- Ability to handle confidential information professionally
- Understanding of CQC standards
Benefits:
- Company pension
- Flexitime
- UK visa sponsorship
- Work from home
2025 Care Planning Administrator Interview Questions & Best Answers (NHS, Care Homes & Domiciliary)
- Tell me about yourself and why you want to work as a Care Planning Administrator.
“With over four years’ experience in health and social care administration, I’ve seen firsthand how a well-written care plan directly improves someone’s quality of life. I’m passionate about translating assessments into clear, actionable, person-centred plans that keep both service users and staff safe while meeting CQC standards.” - What are the main responsibilities of a Care Planning Administrator?
Key duties include:- Creating, reviewing and updating electronic and paper-based person-centred care plans
- Completing and maintaining risk assessments (pressure care, falls, nutrition, choking)
- Coordinating multi-disciplinary input and chasing outstanding reviews
- Preparing accurate documentation for CQC inspections, contract monitoring and safeguarding meetings
- Auditing care plans for compliance with Regulation 9 and Regulation 17
- Why is person-centred care planning so important?
“Person-centred planning puts the individual at the heart of their care, respects their rights and preferences, reduces institutionalisation, and is a legal requirement under the Care Act 2014 and CQC Fundamental Standard 9.” - How do you actually make a care plan truly person-centred?
- Always use the service user’s own words (“This is what matters to me”)
- Involve family and advocates where consent is given
- Record cultural, religious and sexual orientation needs explicitly
- Review the plan with the person (or their representative) at least every 6–12 weeks or after any significant change
- Which key legislation and regulations must care plans comply with?
- Care Act 2014 (eligibility and wellbeing duty)
- Mental Capacity Act 2005 & Deprivation of Liberty Safeguards (DoLS) → transitioning to Liberty Protection Safeguards (LPS) in 2026
- Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – especially Reg 9 (person-centred care) and Reg 17 (good governance)
- GDPR & Data Protection Act 2018
- Human Rights Act 1998 (Article 8 – respect for private and family life)
- A relative says their mum’s care plan still lists her as “nil by mouth” after she was discharged from hospital eating normally. How do you respond?
“I would apologise immediately, explain that we rely on accurate discharge summaries, and prioritise an urgent review that same day with the GP or SALT if needed. I’d update the plan, add an audit trail note, notify all staff via handover and the electronic system, and log it as a clinical incident to prevent recurrence.” - How do you prioritise when you have multiple overdue care plans?
“I use a risk-based approach:- Anyone recently discharged from hospital
- Residents with grade 2+ pressure damage or rapid weight loss
- Plans due for CQC or local-authority review
I maintain a live Excel dashboard with conditional formatting so nothing is missed.”
- What electronic care planning systems are you familiar with?
Popular systems in 2025: Nourish, Person-Centred Software (PCS), CareDocs, Atlas, Liquidlogic LAS, Mosaic, Care Director, and SystemOne Community. - How do you ensure night staff and agency workers can follow the care plans?
“I write in plain English, use short bullet points, bold critical information (allergies, DNACPR, swallowing advice), and add one-page ‘at-a-glance’ summaries for complex residents.” - Give an example of when you improved a care-planning process.
“In my last role I introduced monthly ‘traffic-light’ care-plan audits. Red plans were reviewed within 48 hours, amber within a week. Overdue reviews fell from 22% to under 3% in four months, and the home achieved ‘Outstanding’ in Safe and Well-led at the next CQC inspection.” - How do you protect confidentiality in this role?
“I follow Caldicott principles, use password-protected systems, lock paper files, never discuss residents in public areas, and complete mandatory GDPR training annually.” - How accurate and fast is your typing / attention to detail?
“Typing speed 58 wpm with 98% accuracy. I always double-check name, DOB, NHS number and medication details because even small errors in care plans can have serious consequences.”
Questions to Ask the Interviewer (2025)
- Which electronic care-planning platform do you use and is training provided?
- What is the average number of service users each administrator supports?
- Are there progression routes to Senior Care Coordinator or Registered Manager?
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