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 of our Mayo office.
About the Role
Reporting to the Client Care Manager, you will be responsible for the day-to-day management of the administrator function in the office. You will meet and greet visitors, employees, and clients, providing knowledge of our services with a positive, helpful attitude.
Skills Required:
* Minimum of 1 year's experience as a receptionist or administrator working in a busy/fast-paced office environment
* Minimum of 1 year's experience in filing, auditing, and compliance processes
* Full Clean Driving Licence
* Compassionate, empathetic nature with the ability to demonstrate patience and understanding
* Proactive approach to daily workload
* Highly organised and efficient
* Strong communication skills
* Competency in Microsoft applications including Word, Excel, and Outlook
* Good time management skills
Roles and Responsibilities:
* Provide excellent customer service - telephone and face-to-face
* Front of house duties to include meet and greet all visitors
* Responsibility for auditing the paperwork prior to filing/allocating on the system to ensure all documents are complete, i.e., dates, signatures
* Upload on the system (One Touch) and ensure dates are in place for the reports that are exported from One Touch
* Update the grids as appropriate
* Support coordination duties
* Onboarding process for new carers
* Complete administration of the day-to-day operations of the compliance/operations department, ensuring documents are accurate and up to date
* Build relationships with the HSE
* Help prepare for monthly and quarterly reports and maintain records and systems to ensure audit and inspection compliance (internal/external)
* Support management in key performance indicators
* Support managers with compliance and operational functions
* Complete oversight of the training matrix including liaising with staff to ensure they are completing their training updates when due
* Link with the training department weekly
* Enrolment in training, QQI maintenance
* Complete oversight of the compliance matrix to include expiry dates of documents
* Audit and file paperwork and prepare documents for archiving, appropriate use and management of digital files
* Work closely alongside the compliance team to ensure Connected Health processes are in place and robust, and the area is compliant with HSE standards
* Maintain an up-to-date staff list and client list at all times (KPI)
* Maintain the calendar of the area, including CCM and Supervisors
* General office duties, manage all administration of the area - clean desk policy throughout the office
* Any other duties applicable to the post as requested by Senior Management
* Fleet management in the area, car checks, maintain processes, liaise with the Fleet Manager, and manage all forms and checks
* Ensure relevant paperwork is available for managers - tablets in working order, liaising with IT as necessary
* Answer phone calls and direct to appropriate departments
* PPE, uniforms - manage stock and record online/QR forms
* Review employment and working conditions to ensure legal compliance
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