Part Time - 3 days a week
About Homecare Solutions:
Homecare Solutions is a trusted and compassionate home care provider dedicated to delivering high-quality, person-centred care that enables individuals to remain independent, safe and supported in their own homes.
As we continue to grow across Dublin, Kildare and surrounding areas, we are committed to attracting and retaining care teams who share our values and commitment to quality care.
Reporting Structure:
The Office Administrator / Personal Assistant reports to the Senior Management Team and works closely with the Senior Management Team, Care Management Team, Care Scheduling Team, Recruitment Team and other internal departments as required.
Job Summary:
The Office Administrator / Personal Assistant is the welcoming voice and first point of contact for Homecare Solutions. The role is responsible for providing professional, responsive and compassionate support to clients, Homecare Assistants, families and external stakeholders, ensuring every telephone call, email and enquiry is handled efficiently and reflects the values of the organisation.
Working closely with the Senior Management Team, the role also provides high-quality administrative and executive support, including diary management, meeting coordination, document preparation and general office administration. The Office Administrator / Personal Assistant plays a central role in supporting the day-to-day running of a busy and growing homecare service, ensuring effective communication, efficient administration and a positive experience for everyone who interacts with Homecare Solutions.
Key Responsibilities:
· Provide comprehensive administrative and organisational support to the Senior Management Team.
· Manage diaries, schedule meetings, coordinate appointments and organise meeting rooms, online meetings and required documentation.
· Support with meeting agendas, take minutes where required and ensure actions are recorded and followed up.
· Coordinate internal meetings, training sessions and company events, ensuring venues, resources and attendees are organised in advance.
· Answer telephone calls, emails and general enquiries in a professional, friendly and timely manner, ensuring enquiries are resolved or directed to the appropriate person.
· Monitor shared inboxes and ensure emails, enquiries and requests are actioned promptly or directed to the appropriate department.
· Welcome visitors to the office and provide a professional and positive first impression of Homecare Solutions.
· Prepare, format and proofread correspondence, reports, presentations and other business documents.
· Maintain accurate electronic and paper filing systems, ensuring company records are organised, secure and up to date.
· Support the administration of company policies, procedures and controlled documents, ensuring the latest versions are maintained.
· Support the coordination of audits, inspections and compliance activities by preparing documentation and maintaining accurate records.
· Order and maintain office supplies, stationery and equipment, ensuring the office environment remains organised and well stocked.
· Maintain confidentiality of all client, employee and company information in accordance with GDPR and company policies.
· Build positive working relationships across all departments through clear, professional and responsive communication.
· Support the smooth day-to-day running of the office, assisting colleagues across departments to ensure work is completed efficiently and deadlines are met.
Key Performance Indicators (KPIs)
· Timely completion of administrative tasks.
· Diary and meeting management accuracy.
· Timely distribution of meeting agendas, minutes and action logs.
· Accuracy and organisation of company records.
· Response times to internal and external enquiries.
· Internal stakeholder satisfaction.
· Compliance with GDPR and company procedures.
· Undertake any other reasonable duties appropriate to the level of the role.
NOTE: This job description outlines the main duties and responsibilities of the role. It is not intended to be an exhaustive list and may be reviewed and amended from time to time to meet the changing needs of the business. Employees are expected to be flexible and undertake other duties appropriate to the level of the role as reasonably required.
Skills, Knowledge & Experience Required
· Previous experience in a busy administrative, office administration or personal assistant role.
· Excellent organisational and time management skills with the ability to prioritise competing demands.
· Excellent written and verbal communication skills.
· Strong attention to detail and a high level of accuracy.
· Experience using Microsoft Office, including Outlook, Word, Excel and Teams.
· Experience managing multiple diaries and coordinating meetings.
· Ability to work independently while supporting a busy management team.
· Professional discretion and the ability to handle confidential information.
· Experience within healthcare or homecare is desirable.
· Full driving licence and access to transport (desirable).
Personal Attributes
· Professional, approachable and reliable.
· Friendly, approachable and committed to providing an excellent first impression of the organisation.
· Highly organised and proactive.
· Calm under pressure and solution-focused.
· Excellent communicator with strong interpersonal skills.
· Discreet and trustworthy when handling confidential information.
· Flexible and adaptable to changing priorities.
· Collaborative and supportive team player.
· Committed to delivering excellent customer service.
Pay: €18,000.00 per year
Work Location: In person
