Systems & Administration Support Officer QSSI, Castlebar, Co. Mayo

Western Care Association; Ballina; On-site; EUR 35,000 - 54,000; Full time

Benefits offered by this job

Competitive Salary in line with DoH DC

Premium payments for anti-social hours

Pension and Life Insurance

Generous annual leave

Career progression opportunities

Flexible working arrangements

Comprehensive induction

Employee Assistance Programme

Bike-to-Work Scheme

Sick pay scheme

Job summary

Western Care Association is seeking a Systems & Administration Support Officer (QSSI) based in Castlebar, Mayo. The role focuses on administering quality, safety and service improvement information systems and supporting governance processes across the organisation.

You will coordinate data collection, reporting, and training, while assisting with oversight activities and policy dissemination within the QSSI team.

Qualifications

• Relevant qualification in administration, quality and safety or equivalent relevant experience.
• Excellent IT Skills including MS Word, MS Excel, Publisher.

Responsibilities

• System administration of information systems for the QSSI priority areas and ensuring data accuracy.
• Support system access, navigation and data entry in Viclarity and other systems for incidents, audits and risk registers.
• Coordinate unannounced provider-led visits as per Health Act 2007 and support policy updates dissemination.

Skills

Excellent IT skills

Education

Relevant qualification in administration, quality and safety or equivalent relevant experience

Tools

MS Word

MS Excel

Publisher

Job description

At Western Care we aim to provide the most appropriate care, in the most appropriate setting for the people we support. And right now, we are looking to grow and support our team across County Mayo. Why not be part of a progressive team, that’s delivering for its community. Western Care - Supporting People To Live Their Lives.

Systems & Administration Support Officer QSSI (Grade IV)

Castlebar, Co. Mayo

Post Details: Permanent, 35 hours per week

Reference Number: 2026-258

Closing Date: November 8th, 2026

Job Brief

Reporting to the Head of Quality, Safety and Service Improvement (QSSI), the post holder will support the implementation and delivery of quality, safety and service improvement systems and administration support with all relevant stakeholders including members of the QSSI department, Senior Management, Board of Directors, Area Managers, Frontline Managers and staff. The post holder will also support the Head of QSSI in the coordination and implementation of oversight activities to ensure consistency in the Governance of the organisation and support the development and implementation of current and new systems and practices as led by members of QSSI department based on organisational priorities.

Candidate Requirements

• Relevant qualification in administration, quality and safety or equivalent relevant experience
• Excellent IT Skills, including MS Word, MS Excel, Publisher Ability to use various I.T. systems for data recording and reporting
• Please see full details in job description below

Salary Scales

• Clerical Officer Grade IV Pay Scale (Scale Range €35,363 to €54,026) - this is based on full-time working hours i.e. 35 hours per week

Other Requirements

• Full driver's license is essential
• All applicants will be subject to Irish Garda Vetting and Reference checks
• Applicants from countries outside the E.U. must provide relevant work authorization to take up employment in the Republic of Ireland. This documentation must be submitted with the application
• Applicants who have lived outside of the Republic of Ireland or Northern Ireland for more than six months since the age of 16 will be required to provide Overseas Police Clearance

Employment Benefits

• Competitive Salary in line with Department of Health consolidated scales
• Premium payments, including anti-social hours payments on residential rosters
• Pension and Life Insurance Scheme
• Generous Annual Leave often exceeding statutory entitlement
• Dedicated learning and opportunities for career progression
• Flexible working arrangements where feasible
• Comprehensive Induction process
• Employee Assistance Programme (EAP) which includes counselling support
• Bike-to-Work Scheme
• Sick pay scheme

Main Duties and Responsibilities

• Systems: The post holder will have specific responsibility for system administration of all information systems associated with the priorities of the Quality, Safety and Service Improvement Department as agreed by the organisation ensuring the accuracy and integrity of the data on the system.
• Support Managers and staff with system access, navigation and population of fields and routine queries on Viclarity or other system as agreed by organisation to support the online completion of Incidents, audits and risk registers across the organisation.
• Liase with Viclarity project manager on a regular basis to provide feedback from end users and pilot group and agree updates to the systems as a result of engagement to ensure collaborative approach to developing user friendly systems.
• Set up of new users and new access requests to Managers when personal have changed positions or when new services are set up.
• Liaise with the Head of QSSI, relevant area and frontline managers to support the completion of HSE templates and reports.
• Responsible for the coordination and implementation of the unannounced provider led visits as per Regulation 23 of the Health Act 2007.
• Support the Head of QSSI in the development and dissemination of policies and procedures and lead the administrative aspect of this process.
• To research, collect and collate data and statistics in preparing reports and submissions as assigned, including but not limited to HSE templates (proforma), complaints portal, oversight reports on unannounced visit compliance and risk register completion and risk scores, and any other reports as required by members of the QSSI team.
• Will act as the Complaints Administrator and will be responsible for maintaining a log of complaints and analysing for trends.
• The Complaints Administrator will be responsible for providing the HSE with Quarterly returns and the Board of Directors, Senior Management Team with a six-monthly report and annual report in relation to complaints.
• Training & Support: The post holder will support users of the QSSI systems, including producing training material and delivering training and support to frontline managers, area managers and frontline staff.
• Delivery of formal training as part of modules delivered through the organisational training calendar including but not limited to Incident Injury, Risk Management, Audits.
• Deliver on and off site supports to staff and managers on the use of the systems.
• To co-ordinate specific projects, i.e. audits, risks, incidents pilot groups or research as required by the Head of QSSI.
• Provide administrative support to the Head of QSSI.
• Represent the organisation on committees and attend, contribute and report back on meetings relevant to this role.
• Provide administrative support to the QSSI Department to support the implementation of the Association's Quality, Safety and Service improvement agenda.
• Accountable for the gatekeeping of all policies and procedures, including uploading and circulation of policies as agreed by legislation and organisational priorities.
• Arrange the setting up of committee meetings, agenda preparation, minute taking and circulation of these documents for the Risk and Quality subcommittee of the Board, Incident Monitoring and oversight group Safety Representatives, Pilot groups, QSSI team meetings, and any other meetings as determined by the needs of the QSSI department.

Requirements of the Role - Person Specification and Key competencies

• Relevant qualification in administration, quality and safety or equivalent relevant experience
• Excellent IT Skills, including MS Word, MS Excel, Publisher Ability to use various I.T. systems for data recording and reporting
• Excellent Presentation and Delivery skills
• Excellent organisational and project management skills
• A knowledge of quality and compliance systems
• Experience of working with service managers
• Ability with representing the organisation at meetings and sub-groups
• Ability to prioritise and manage competing demands
• Ability to act as a trainer and deliver information to stakeholders at all levels
• Energetic and positive outlook
• Ability to be customer focused
• Confidentiality and professional conduct handles information confidentially and follows organisational policies and agreed procedures

Working Relationships and Communication

• Develop and contribute to good working relationships in the Organisation and with all other relevant personnel.
• Report to and appraise line manager or designate of all work-related issues and difficulties.
• Follow the Association's Grievance and Disciplinary Procedure, available on the Association's intranet.
• Actively participate in supervisory support as per Organisation Procedure.

General

• Promote a positive image and name of the Association in the wider community.
• Promote dignity at work and show respect to service users, colleagues and stakeholders in the course of duty.
• Act in a confidential manner when dealing with personal information relating to service users, families and staff.
• Attend staff training events as required and implement learning in the workplace.

Conditions

The Job Description forms an integral part of the Contract of Employment, together with the Association's Policies and Procedures. Full Time - 35 hours per week. Flexibility in working hours will be a feature of this position, to meet the needs of post. Clean Driver's License is essential.