Office Administrator

Job: Office Administrator

Stamullen Area

Monday - Friday - 9am - 5pm.

Office Administrator required to support our Administration function, including Senior Business Manager and Team Leader as well members of the Senior Operations Team. The ideal candidate will have perfect attention to detail and an an excellent working knowledge of Microsoft office with a "can do" positive attitude, Team Player to support their colleagues, multitasker with excellent communication and interpersonal skills.

Key Responsibilities

• Governance & Meeting Administration Minute Taking: Act as the primary minute-taker for various governance and ad-hoc meetings as requested by the Senior Team. PIC Network Coordination: Schedule Pic Network meetings, prepare and circulate agendas, distribute minutes, track action items all within agreed timeframe. Maintain records in shared folders. Case Conferences: Provide cover for Case Conferences during staff absences and ensure the timely circulation of minutes, circulation of minutes etc. Calendar Management: Manage diaries, coordinate Microsoft Teams invitations, handle meeting cancellations or rescheduling, and manage communications with relevant stakeholders.
• Data Management & Tracking (100% Accuracy Required) Residents Records: Maintain and update an accurate list of resident admissions, transitions, and discharges. Update and circulate the Residents List and the Unique Identifier (U.I.) list at the beginning of each month, incorporating any PIC changes. Finance Liaison: Maintain and manage shared data files in collaboration with the Finance department. Compliance Tracking: Maintain operational trackers and spreadsheets to monitor activity and compliance. Ensure absolute accuracy as these trackers are utilized by the Senior Team for Board reporting.
• Regulatory & Process Coordination HIQA Registration Prep: Manage administration for registrations, re-registrations, variations, and correspondence. Handle inbox management, documentation, and submissions. Quality Assurance: Review Registration SOPs and Residents' Guides for other team members prior to HIQA submission. Ensure 100% accuracy for all new house submissions and re-registrations. Assessment of Need (AON): Coordinate the full administrative process for Adult Assessments of Need, including appointment-slot

management, multidisciplinary team (MDT) coordination, tracking, and liaising with PICs regarding invitations and cancellations. Policy Management: Circulate new policies to ICT and PIC Group, update tracker and policy index. 4. Operational & Financial Support On-Call Coordination: Oversee the administration of on-call rotas, cover arrangements, and communications. File on-call reports and compile/submit accurate payment information to Payroll. Expenses: Process and coordinate expense submissions in line with company procedures. Health & Safety: Carry out designated responsibilities as a trained Fire Warden.

• Teamwork & Coverage Reception Cover: Cover the reception desk during breaks, holidays, sick leave, and busy periods as required. Team Support: Work collaboratively as part of the broader admin team, providing additional support to the Team Lead and Senior Business Manager as required Leave Planning: Coordinate annual leave in conjunction with team members to guarantee continuous, seamless cover.

Experience working with a busy administration team and juggling several tasks and priorities

Systems Proficiency:

Strong digital skills, including proficiency in Microsoft Office (Excel, Word, Powerpoint) and Microsoft Teams.

Strong collaborative ethos and team-first mindset.

Highly approachable with an adaptable, positive outlook.

Excellent interpersonal skills Dealing with confidential and sensitive information appropriately

Communication Skills:

Excellent written and verbal communication skills, with professional minute-taking experience.

A proactive, "can-do" attitude toward problem-solving and daily tasks.

Exceptional Accuracy and attention to detail

Flexibility & Teamwork: A flexible approach to duties with a willingness to support colleagues during busy periods.

Highly organized individual

Ability to prioritize workload and tasks

Reliability and flexibility

Good team player

Fluent in written and spoken English