Office Administrator

About the Company

Connected Health is an independent home care provider in Ireland known for delivering award-winning care with a strong focus on client needs. The business is looking to bring in an Office Administrator to support the administration work across its local offices as the team continues to expand.

Role Overview

In this position, you will report to the Client Care Manager and handle the day-to-day administrative running of the office. The role is central to keeping compliance tasks on track, coordinating operational activity, and supporting clear communication between team members. You will also work alongside the Area Support Nurse to assist with governance and compliance responsibilities.

What You Need

Applicants should have at least one year of experience working as a receptionist or administrator in a busy office setting. A further year or more spent handling filing, audits, and compliance-related work is also required. Good working knowledge of Microsoft Word, Excel, and Outlook is essential, along with strong organisational ability, time management, and communication skills. The ideal candidate will bring patience, empathy, attention to detail, and a proactive approach to managing workload. A full clean driving licence is required.

Compliance and Governance

• Compile weekly compliance reports from system data, ensuring they are ready by Friday and no later than close of business on Monday.
• Keep records organised for monthly, quarterly, and twice-yearly internal audits, including CHO and Connected Health review processes.
• Carry out weekly sample checks of journal notes on client files to support HSE compliance, with assistance from Coordinators, Client Care Managers, or Supervisors where needed.
• Track expiry dates for required documents and keep the compliance matrix and workbook updated accordingly.
• Maintain staff training records and work with the training department each week to ensure information stays current.

Operational Support

• Review clock-in and clock-out records and follow up with staff when updates or corrections are needed.
• Monitor administrative notes submitted by carers and pass on relevant information to Client Care Managers.
• Organise quarterly meetings and supervision sessions for Client Care Managers.
• Oversee fleet-related administration, including vehicle checks, record maintenance, and liaison with the Fleet Manager.
• Manage PPE and uniform stock, distribution, and record keeping through online or QR-based forms.
• Make sure tablets are functioning properly and coordinate with IT when troubleshooting is required.

Front of House and Communication

• Deliver a high standard of customer service both over the phone and in person.
• Share responsibility with the wider office team for answering incoming calls.
• Welcome visitors, staff members, and clients in a professional and positive manner.
• Keep the workspace tidy and maintain a strong clean-desk standard.

Reporting and Coordination

• Keep staff and client lists accurate and up to date.
• Prepare monthly and quarterly reports that support compliance and operational monitoring.
• Manage calendars for Client Care Managers and Supervisors, including meeting scheduling and diary coordination.
• Support leadership teams in monitoring and working toward key performance targets.

Additional Duties

You may also be asked to take on other administrative tasks assigned by senior management as business needs require.

Reference

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