Office Administrator - Carrick On Shannon (Maternity Cover)

at  Connected Health IE

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.

SKILLS REQUIRED:

• Minimum of 1 years’ experience as a receptionist or administrator working in a busy/fast paced office environment
• Minimum of 1 years’ experience of 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 skill.

ABOUT THE ROLE

You will be responsible for 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.

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) ensure dates are in place for the reports that are exported from One Touch
• Update the grids as appropriate
• Complete administration of the day-to-day operations of the compliance/operations department, ensure documents are accurate and up to date
• Build relationships with the HSE
• Help prepare for monthly and quarterly reports and maintain records and system to ensure audit, inspection compliant ( internal / external)
• Support the 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
• Linking in 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, the area is compliant and up to HSE standards
• Maintain an up to date staff list and client list at all times (KPI)
• Maintain calendar of the area, to include CCM and Supervisors
• General office duties, manage all administration of area - clean desk policy throughout office
• Any other duties applicable to the post as requested by Senior Management
• Fleet management in the area, car checks, maintain process, liaise with the Fleet manager, all forms and checks
• Ensure relevant paperwork is available for managers - tablets in working order, liaising with IT as and where necessary
• Answering phone calls and directing to appropriate departments
• PPE, uniforms - give out, manage stock and record re online / QR forms
• Review employment and working conditions to ensure legal compliance