Office Administrator

Connected-Health-3; Portlaoise; On-site; EUR 26,000 - 32,000; Full time

Job summary

Connected Health is seeking an Office Administrator to join our Portlaoise team, handling day-to-day admin and supporting compliance efforts in a busy homecare setting.

You will report to the Client Care Manager, coordinating operational tasks, maintaining records, and ensuring smooth communication across the team. A minimum of 1 year in a similar role and proficiency in Word, Excel, and Outlook are essential.

Qualifications

• Minimum of 1 year’s experience in receptionist/administrator roles in a busy office.
• Minimum of 1 year’s experience in filing, auditing and compliance processes.
• Proficiency with Word, Excel and Outlook.
• Strong time management, organisational and communication skills.
• Compassionate and empathetic with patience and understanding.
• Proactive approach with high attention to detail.
• Full clean driving licence.

Responsibilities

• Prepare weekly compliance reports based on system records by Fridays.
• Maintain records for monthly, quarterly, and bi-annual internal audits.
• Perform weekly journal note audits for HSE compliance.
• Monitor document expiry dates and update systems accordingly.
• Ensure staff training records are up to date, liaising with training dept.
• Coordinate quarterly meetings and supervisions for CCMs.
• Conduct fleet checks and maintain fleet records; liaise with Fleet Manager.
• Manage PPE and uniform stock with accurate record-keeping.
• Coordinate with IT for tablet troubleshooting and IT liaison.
• Provide excellent customer service at the front desk; answer calls and greet visitors.
• Maintain a clean desk policy and office organisation.
• Maintain up-to-date staff and client lists and monthly/quarterly reports.

Skills

Receptionist experience

Filing & compliance

MS Office Suite

Time management

Communication

Empathy

Driving licence

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Location: On site / Portlaoise, Co. Laois, 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 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

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.