Operations Administrator

Hibernia Home Care Group; Dublin; Hybrid; EUR 28,000 - 34,000; Full time

Job summary

Hibernia Home Care Group is seeking an Operations Administrator for our Kimmage office in Dublin. The role supports the operations manager to organise day-to-day administration, rostering, records and reporting, ensuring nothing falls through the gaps and the manager can focus on carers and client care.

You will work full-time, 9am–5pm, Monday to Friday, with a permanent contract and a six-month probation. A minimum of two years in an admin role and proficiency in Microsoft 365 are required,

Qualifications

• At least 2 years in an administrative or office support role.
• Confident with Microsoft 365 (Outlook, Excel, Word, Teams).
• Leaving Certificate or equivalent.

Responsibilities

• Manage the operations manager's diary, meetings and follow-ups, and keep an up-to-date action log.
• Triage her inbox and the shared team mailbox, flag urgent items, and draft routine replies for approval.
• Take minutes at team meetings, circulate actions and chase them to completion.
• Prepare documents, letters and reports for her review.
• Keep client and carer records in OneTouch accurate and current.
• Support the scheduling team with unassigned calls, carer availability, leave requests and rota changes.
• Answer and log phone calls from carers, clients and families, and pass on anything clinical or safeguarding-related straight away.
• Keep carer files complete: training, qualifications, Garda vetting, references and right-to-work documents.

Skills

Microsoft 365

Education

Leaving Certificate or equivalent

QQI Level 5/6 in Business Administration, Office Administration or Healthcare Support

Tools

OneTouch

Job description

• At least 2 years in an administrative or office support role
• Confident with Microsoft 365 (Outlook, Excel, Word, Teams)
• Leaving Certificate or equivalent

Job title Operations administrator

Reports to Operations manager

Base Stationed full-time at the Kimmage office, 29 Ravensdale Park, Kimmage, Dublin 12, D12 Y50F

Hours Full-time, Monday to Friday, 9am to 5pm (40 hours per week)

Contract Permanent, subject to a 6-month probation period

Salary €31,200 per year

This is an office-based role. It is not a remote or hybrid position, because the operations manager needs hands‑on support on site, day to day.

Purpose of the role

The operations administrator supports the operations manager with day-to-day administration, so she can focus on leading her team, supporting carers and keeping client care safe.

Hibernia Home Care Group Ltd is a home care provider delivering community, palliative, disability, dementia, respite, domestic support and companionship care in people's own homes. Our purpose is "to be the change we want to see in the world of home care, delivering the best for both our carers and clients."

The team is large and busy. This role brings order to records, inboxes, rotas and reporting, so that nothing falls through the gaps and the manager's time goes where it matters most.

Key responsibilities

Support to the operations manager

• Manage the operations manager's diary, meetings and follow-ups, and keep an up-to-date action log.
• Triage her inbox and the shared team mailbox, flag urgent items, and draft routine replies for approval.
• Take minutes at team meetings, circulate actions and chase them to completion.
• Prepare documents, letters and reports for her review.

Scheduling and rostering support

• Keep client and carer records in OneTouch accurate and current, including new starts, suspensions, departures and care‑plan changes.
• Support the scheduling team with unassigned calls, carer availability, leave requests and rota changes.
• Answer and log phone calls from carers, clients and families, and pass on anything clinical or safeguarding-related straight away.

Records, compliance and quality

• Keep carer files complete: training, qualifications, Garda vetting, references and right‑to‑work documents.
• Track renewal dates for training and compliance, and send reminders in good time.
• Keep client files and care plans filed and up to date, ready for HSE audit or inspection.
• Log complaints, incidents and feedback in line with Hibernia procedures, and pass them to the right person.
• Handle personal data carefully and in line with GDPR and Hibernia's data protection policy.

Reporting and data

• Pull weekly OneTouch reports (hours, cancellations, EVV, unassigned calls) for the operations manager.
• Prepare data for HSE returns and quarterly review meetings.
• Check timesheets and visit records for gaps before payroll cut‑off, and flag queries to payroll.

HR and team administration

• Support recruitment admin: arrange interviews, send correspondence and set up induction for new carers.
• Keep records of supervisions, spot checks and training sessions.
• Process sick leave certificates and absence records accurately and confidentially.

Office

• Keep the Kimmage office running: supplies, filing, post and visitor sign‑in.
• Carry out other reasonable duties asked by the operations manager.

Person specification

Experience At least 2 years in an administrative or office support role Experience in home care, healthcare or another regulated sector

Systems Confident with Microsoft 365 (Outlook, Excel, Word, Teams) Experience with rostering or care management software, such as OneTouch

Organisation Manages a busy workload, sets priorities and meets deadlines Experience supporting a senior manager directly

Accuracy Strong attention to detail in records and data entry Experience preparing reports or data returns

Communication Clear, warm and professional on the phone and in writing Experience handling complaints or sensitive calls

Confidentiality Understands the need to protect personal and health information Working knowledge of GDPR

Education Leaving Certificate or equivalent QQI Level 5 or 6 in Business Administration, Office Administration or Healthcare Support

Other Garda vetting clearance; right to work in Ireland Full driving licence

Our values in this role

• Our word is our bond. You follow through on every action and keep records accurate, because care decisions depend on them.
• Care as a way of being. Behind every file is a carer or client. You treat each call and query with care.
• Sincerity in straightforwardness. You communicate clearly and honestly, even when the news is not what someone wants to hear.
• Courage and vulnerability as one. You speak up early when something looks wrong, and ask for help when you need it.

Hibernia Home Care Group Ltd is an equal opportunities employer. We welcome applications from everyone and will make reasonable accommodations at any stage of the process.