Office Administrator - Part Time

Hollybank Trustees Ltd; Longford; On-site; EUR 14,000 - 28,000; Part time

Job summary

Connected Health in Longford is seeking a part-time Office Administrator (20 hours per week) to join our team and manage the office in a busy environment. You will report to the Client Care Manager and support compliance, governance, and daily operational tasks, including preparing reports and coordinating quarterly meetings.

The ideal candidate will have at least 1 year in reception/administration, strong MS Office skills, excellent organisational and communication abilities, and a full driving

Qualifications

• Minimum 1 year's experience in receptionist or administrator role in a busy office.
• Minimum 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 nature with patience and understanding.
• Proactive approach to workload with high attention to detail.
• Full clean driving licence.

Responsibilities

• Prepare and complete weekly compliance reports based on system records by Fridays (no later than COB Mondays).
• Maintain records for monthly, quarterly, and bi-annual internal audits (CHO and internal Connected Health reviews).
• Perform weekly journal note sample audits on client files for HSE compliance (primary responsibility, supported by Coordinators, CCMs, or Supervisor).
• Monitor document expiry dates, updating systems and matrices accordingly.
• Ensure staff training records are up to date, liaising with the training department weekly.
• Review and monitor clock-in/clock-out records, contacting staff as needed for updates.
• Regularly check administrative notes entered by carers and report relevant updates to CCMs.
• Arrange and coordinate quarterly meetings and supervisions for CCMs.
• Conduct car checks, maintain fleet records, and liaise with the Fleet Manager.
• Manage stock levels for PPE and uniforms and coordinate with IT for tablets troubleshooting.
• Provide excellent customer service (telephone and face-to-face).
• Answer phone lines and greet visitors, employees, and clients, representing Connected Health positively.
• Maintain a clean desk policy and ensure office organisation.
• Maintain up-to-date staff and client lists; prepare monthly/quarterly reports; support KPI tracking.

Skills

Time management

Organisational skills

Communication

Empathy/compassion

Proactivity

Driver licence

MS Office

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Location: On site / Longford, Co. Longford, Ireland
job type: Permanent / Part-time
Sector and subsector: Medical & Healthcare | Administration
AnnualFixed salary:€ 28000.00
Salary details: Pro rata

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 a part time Office Administrator (20 hours per week) to join our growing team to manage the administration in the local offices.

Monday-Friday 9.00am - 1.00pm

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. Salary pro rata.

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.