Office Administrator

Connected Health; Kiltimagh; On-site; EUR 26,000 - 32,000; Full time

Job summary

Connected Health is seeking an Office Administrator for our Kiltimagh, Mayo office in Ireland. The role covers day-to-day administration, compliance support, and ensuring smooth communications across the team.

You will work closely with the Area Support Nurse for governance support and report to the Client Care Manager. The candidate should have at least 1 year of receptionist/administrative experience, strong IT skills, and a proactive, detail-focused approach.

Qualifications

• Minimum of 1 year’s experience in a receptionist or administrator role in a busy office.
• Minimum of 1 year’s experience in filing, auditing, and compliance processes.
• Competency in Microsoft Word, Excel, and Outlook.
• Strong time management, organisational, and communication skills.
• Compassionate and empathetic by nature with patience and understanding.
• Proactive workload management with high attention to detail.
• Full valid driving licence.

Responsibilities

• Weekly compliance reports: prepare and complete weekly compliance reports by Fridays.
• Audit preparation: maintain records for monthly, quarterly, and bi-annual internal audits.
• Journal note auditing: perform weekly journal note audits on client files for compliance.
• Compliance matrix and workbook oversight: monitor document expiry and update systems.
• Training matrix management: ensure training records are up to date with the training department.

Skills

Receptionist experience

Administrative experience

Microsoft Office

Time management

Communication skills

Empathy & patient approach

Attention to detail

Full clean driving licence

Job description

Location: On site / Kiltimagh, Co. Mayo, Ireland
job type: Permanent / Full-time
Sector and subsector: Medical & Healthcare | Administration
AnnualFixed salary:€ 29000.00

About Us

Connected Health is Ireland’s premium independent homecare service. We deliver multi-award-winning care that places the needs of our clients at the heart of everything we do. We are recruiting for an Office Administrator to join our growing team to manage the administration in our office in Kiltimagh Mayo.

About the Role

Reporting to the Client Care Manager (CCM), the Office Administrator will be responsible for the day-to-day management of the administrative function in the office. You will play a crucial role in maintaining compliance, coordinating operational tasks, and ensuring smooth communication across the team. You will also work closely with the Area Support Nurse for compliance and governance support.

Skills Required

• Minimum of 1 year’s experience in a receptionist or administrator role within a busy, fast-paced office environment
• Minimum of 1 year’s experience in filing, auditing, and compliance processes
• Competency in Microsoft applications including Word, Excel, and Outlook
• Strong time management, organisational, and communication skills
• Compassionate and empathetic nature with the ability to demonstrate patience and understanding
• Proactive approach to workload with high attention to detail
• Full clean driving licence

Compliance & Governance

• Weekly compliance reports: Prepare and complete weekly compliance reports based on system records by Fridays (no later than COB Mondays).
• Audit preparation: Maintain records for monthly, quarterly, and bi-annual internal audits (CHO and internal Connected Health reviews).
• Journal note auditing: Perform weekly journal note sample audits on client files for HSE compliance (primary responsibility, supported by Coordinators, CCMs, or Supervisor).
• Compliance matrix and workbook oversight: Monitor document expiry dates, updating systems and matrices accordingly.
• Training matrix management: Ensure staff training records are up to date, liaising with the training department weekly.

Operational Support

• Clock in/out review: Review and monitor clock-in/clock-out records, contacting staff as needed for updates.
• Administrative notes: Regularly check administrative notes entered by carers and report relevant updates to CCMs.
• Quarterly reviews: Arrange and coordinate quarterly meetings and supervisions for CCMs.
• Fleet management: Conduct car checks, maintain fleet records, and liaise with the Fleet Manager.
• PPE and uniform management: Manage stock levels, distribution, and accurate record-keeping via online/QR forms.
• Tablet/IT liaison: Ensure tablets are in working order and coordinate with IT for troubleshooting.

Front of House & Communication

• Provide excellent customer service (telephone and face-to-face).
• Answer phone lines – all office staff share responsibility for handling calls.
• Meet and greet visitors, employees, and clients, representing Connected Health positively.
• Maintain a clean desk policy and ensure office organisation.

Reporting & Coordination

• Maintain up-to-date staff and client lists.
• Prepare monthly and quarterly reports to support compliance and operational oversight.
• Manage the calendar for CCMs and Supervisors, scheduling meetings and ensuring availability.
• Support management in tracking and achieving Key Performance Indicators (KPIs).

Additional Duties

• Any other administrative tasks as requested by senior management.