Office Administrator

Connected Health Group Limited; Portlaoise; On-site; EUR 30,000 - 38,000; Full time

Job summary

Connected Health is seeking an Office Administrator to manage daily office administration, drive compliance, and support governance. The role reports to the CCM and works closely with the Area Support Nurse to ensure accurate records and smooth operations.

You will coordinate, monitor, and improve administrative tasks across the local office. The ideal candidate will have prior reception/administration experience, strong MS Office skills, excellent organisation, and a proactive, empathetic

Qualifications

• Experience as receptionist or administrator in a busy office environment.
• Filing, auditing and compliance experience is required.
• Proficient with Word, Excel and Outlook.
• Strong time management, organisation and communication skills.
• Empathetic and patient approach to colleagues and clients.
• Proactive workload management with attention to detail.
• Full clean driving licence.

Responsibilities

• Oversee compliance reports and governance documentation weekly.
• Maintain audit records for monthly/quarterly reviews and CHE checks.
• Conduct journal note audits for HSE compliance with support from CCMs.
• Manage compliance matrices, expiry dates and training records weekly.
• Coordinate with training to keep staff records up to date.
• Review clock-in/out records and contact staff for updates.
• Record administrative notes and update CCMs accordingly.
• Arrange quarterly CCM/supervisor meetings and reviews.
• Manage fleet records, car checks and liaison with Fleet Manager.
• Stock PPE and uniforms; record-keeping via online/QR forms.
• Liaise with IT to ensure tablets work and coordinate troubleshooting.
• Deliver excellent front-of-house service by phone and in person.
• Greet visitors and clients; maintain a professional office environment.
• Keep office desk and organisation tidy and up-to-date.
• Maintain staff and client lists; support KPI tracking and reporting.

Skills

Reception/Administration

Filing & Compliance

MS Office

Time Mgmt

Empathy

Proactive

Driving Licence

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 the local offices.

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

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.

#ROIOJ