Office Administrator

About Connected Health

Connected Health is Ireland's leading independent homecare provider, renowned for delivering multi-award-winning services that focus completely on client needs. We are expanding our team and inviting applications for the role of Office Administrator to efficiently handle administrative functions within our local office.

Role Overview

The Office Administrator will report directly to the Client Care Manager (CCM) and is accountable for managing the daily administrative operations of the office. This pivotal role involves supporting compliance adherence, coordinating various operational duties, and facilitating effective communication among team members. Collaboration with the Area Support Nurse is essential to ensure governance and compliance support.

Qualifications and Skills

• At least one year of experience working as a receptionist or administrator in a fast-moving, busy office setting.
• Minimum one year of exposure to filing, auditing, and compliance-related procedures.
• Proficient in Microsoft Word, Excel, and Outlook applications.
• Strong capabilities in time management, organisation, and communication.
• A caring and empathetic demeanor, coupled with patience and understanding.
• A proactive work ethic with meticulous attention to detail.
• Possession of a full, clean driving licence.

Key Responsibilities

Compliance and Governance

• Complete weekly compliance reports from system data by Fridays, with a deadline no later than close of business Mondays.
• Organise and maintain documentation for scheduled audits including monthly, quarterly, and bi-annual internal reviews from CHO and Connected Health.
• Conduct weekly audits sampling journal notes on client files to verify HSE compliance, primarily responsible with support from Coordinators, CCMs, or Supervisors.
• Oversee compliance matrices and workbooks by tracking document expiration dates and updating relevant systems accordingly.
• Manage the staff training matrix, ensuring records are current and coordinating with the training department on a weekly basis.

Operational Support

• Examine and verify clock-in and clock-out records, liaising with staff for any necessary updates.
• Regularly review administrative notes submitted by carers, informing CCMs of pertinent developments.
• Organise and schedule quarterly meetings and supervision sessions for CCMs.
• Conduct regular vehicle inspections, upkeep fleet records, and collaborate with the Fleet Manager.
• Administer PPE and uniform inventory, overseeing distribution and accurate logging through online and QR code forms.
• Coordinate tablet device maintenance and liaise with IT support for technical issues.

Reception and Communication

• Deliver exceptional customer service both over the phone and in person.
• Share responsibility with office staff for answering telephone calls promptly and professionally.
• Welcome visitors, employees, and clients, positively representing Connected Health's values.
• Enforce a clean desk policy and maintain an ordered office environment.

Reporting and Coordination

• Keep current records of staff and clients.
• Prepare monthly and quarterly reports to aid ongoing compliance and operational management.
• Manage schedules for CCMs and Supervisors, ensuring efficient meeting organization.
• Assist management in monitoring and meeting Key Performance Indicators (KPIs).

Additional Information

• Perform any other administrative duties as assigned by senior management.