Office Administrator

at  Sensory Kids Paediatric Therapy Services LTD

Sensory Kids Paediatric Therapy Services LTD is looking for an Office Administrator to organise and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication and safety.

REQUIREMENTS AND SKILLS

• Proven experience as an office administrator, office assistant or relevant role
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Typing skills with strong attention to detail and accuracy
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Excellent telephone manners, communication and interpersonal skills
• Excellent office administration and organisational skills
• Professional and friendly manner
• Solve problems in a timely and friendly manner with due respect to the customer at all times
• A creative mind with the ability to suggest improvements
• A reliable individual with a strong understanding of the importance of confidentiality and discretion
• Assist colleagues whenever necessary
• Hands-on experience with office machines (e.g. printer, scan and copy)
• A motivated individual who has the ability to work on their own initiative
• The ability to manage patient needs in a fast-paced environment
  Job Types: Full-time, Part-time
  Pay: €38,000.00-€40,000.00 per year

Benefits:

• Bike to work scheme
• On-site parking

Schedule:

• Monday to Friday

Education:

• Leaving Certificate (preferred)

Experience:

• Microsoft Office: 1 year (preferred)
• Administration: 1 year (preferred)

Work Location: In person
Application deadline: 20/02/2025
Reference ID: Name of applicant/ Office Administrator
Expected start date: 01/03/202

• Arranging office supplies
• Operate company service programme management systems
• Providing general administrative support to our employees
• Schedule meetings and appointments
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Provide general support to visitors
• Answering phone calls and arranging appointments
• Booking and confirming patient appointments by phone or email
• Dealing with patient queries by phone or email on a daily basis
• Managing email queries and appointment requests
• Liaise with patients as appropriate
• General admin duties, including scanning, photocopying and filing
• Operate company service programme management systems
• Maintaining patient records
• Ensure smooth running of outpatient clinics, including scheduling and confirming appointments, preparing files, maintaining patient records and information, handling fees and following up on outstanding invoices
• Liaise in a professional, courteous and empathetic manner with all relevant parties (patients and their families or representatives, colleagues, health-care professionals and external agencies, etc.), and extend a warm welcome to patients on admission
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Provide a secretarial and administrative support service to the Occupational Therapists, his/her medical and multidisciplinary teams and any other personnel as directed
• Ensure all patients’ files are set up and maintained accurately and in a timely manner, this will involve ongoing auditing in relation to archiving and disposing of files as required
• You will assume full responsibility for the Medical Records of patients.
• Responsible for the day-to-day processing of patient records and ensuring that an efficient service is in operation for the easy retrieval and location of patient records.
• You will be responsible for ensuring all correspondence is appropriately responded to in a timely and efficient manner
  Previous experience as a Front Office Manager or Office Administrator would be an advantage. High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
  A successful Office Administrator should also have experience with various office software (email tools, spreadsheets, and databases) and be able to handle administrative duties accurately.
  Ultimately, the Office Administrator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.