Job Title: Officer Administrator

Reports To: Branch Manager

Location: Blanchardstown

Contract Type: Full-Time

Role Purpose

The Office Administrator is responsible for the efficient and compliant day-to-day administration of the homecare office. The role supports management, care staff, and clients by ensuring accurate record keeping, regulatory compliance, effective communication, and smooth office operations in line with HSE standards and Irish legislation.

The postholder will embody the company values of Accountable, Authentic, Personal, and Thrive in all aspects of their work.

Key Responsibilities

1. Administrative & Office Management

• Manage incoming calls, emails, and correspondence in a professional and confidential manner.

• Maintain electronic and manual filing systems.

• Order office supplies and manage office resources.

• Prepare meeting minutes and internal communications.

• Maintain an organised and efficient office environment.

Accountable: Ensures accuracy, organisation, and operational reliability.

2. Compliance & Record Management

• Maintain client files including service agreements and consent forms.

• Ensure documentation complies with the Data Protection Act 2018 and GDPR.

• Support audit preparation and HSE compliance checks.

• Maintain policy and procedure registers.

Authentic: Ensures transparency, integrity, and lawful record-keeping.

3. HR & Payroll Administrative Support

• Support onboarding administration for new employees.

• Track mandatory training compliance.

• Monitoring OneTouch platform.

• Support maintenance of records and HR documentation.

• Assist in recruitment administration.

4. Health & Safety Administration

• Monitor incidents/accidents and ensure documentation is completed.

• Support compliance with the Safety, Health and Welfare at Work Act 2005.

• Ensure office risk assessments are documented and reviewed.

Thrive: Supports a safe, structured, and continuously improving workplace.

5. Safeguarding & Confidentiality

• Ensure strict confidentiality in handling sensitive data.

• Escalate concerns appropriately to management.

Job Specification

Essential Criteria

Qualifications

• QQI Level 5 in Business Administration, Healthcare Administration, or equivalent experience.

• Strong working knowledge of Microsoft Office (Word, Excel, Outlook).

Experience

• Minimum 2 years’ experience in an administrative role.

• Experience handling confidential and sensitive information.

• Experience maintaining structured filing systems.

Knowledge

• Understanding of GDPR and Irish Data Protection legislation.

• Knowledge of employment documentation processes.

• Awareness of HSE home support requirements (desirable but not essential).

Core Competencies (Aligned to Company Values)

Accountable

• Highly organised and detail-oriented.

• Takes ownership of tasks and deadlines.

• Maintains accurate records at all times.

Authentic

• Professional and honest communication.

• Maintains discretion and integrity.

Personal

• Approachable and supportive to employees and clients.

• Understands the sensitive nature of homecare services.

Thrive

• Proactive and solution-focused.

• Adapts well in a busy, fast-paced environment.

• Committed to continuous improvement.

Desirable Criteria

• Experience in healthcare or homecare administration.

• Experience supporting audits or inspections.

• Familiarity with rostering or OneTouch systems.

Key Performance Indicators (KPIs)

• 100% compliance in staff documentation.

• Timely filing and document management.

• Positive internal feedback from management and employees.

• Successful audit outcomes.