Office Administrator

Connected Health Group Limited; Kiltimagh; On-site; EUR 28,000 - 34,000; Full time

Job summary

Connected Health is seeking an Office Administrator to join our Mayo office in Kiltimagh. You will manage day-to-day administration, support compliance tasks, and coordinate with the Area Care Manager and team to ensure smooth operations.

This role requires at least 1 year in an admin or receptionist position, strong Microsoft Office skills, and excellent time management. A full driving licence is desirable for site visits and fleet coordination, with professional client and carer interaction.

Qualifications

• Minimum 1 year in an admin or receptionist role in a busy office.
• Minimum 1 year in filing, auditing and compliance processes.
• Proficient with Microsoft Word, Excel and Outlook.
• Strong time management, organisational and communication skills.
• Compassionate, empathetic and patient demeanor.
• Proactive with high attention to detail; full driving licence required.

Responsibilities

• Prepare weekly compliance reports based on system records by Friday.
• Maintain records for monthly, quarterly and bi-annual audits (CHO and internal reviews).
• Perform weekly journal note audits on client files for governance compliance.
• Monitor document expiry dates and update systems and matrices.
• Coordinate staff training records with the training department weekly.
• Review clock-in/out records and contact staff for updates.
• Greet visitors and manage front-of-house communications; answer phones.
• Prepare monthly and quarterly reports to support oversight and KPIs.
• Coordinate fleet checks and liaise with Fleet Manager; manage PPE stock.

Skills

Time management

Organisational skills

Communication

Compassionate approach

Attention to detail

Full clean driving licence

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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 patient and understanding
• Proactive approach to workload with high attention to detail
• Full clean driving licence

Roles & Responsibilities

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.

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