Office Administrator in Healthcare Are you committed to excellent end-of-life care for all? Are you compassionate, driven and skilled? If so, this job may be for you. Job Purpose: The role will be to work as part of the Irish Hospice Foundation (IHF) Healthcare Programmes (HCP) Team and support and deliver the work of IHF, with a core emphasis on supporting the administration functions for the Healthcare Programmes. The post holder will primarily support the Nursing Home Programme (CARU) but it is foreseen that in time there with be an opportunity to support the wider Healthcare team, supporting the Hospice Friendly Hospitals (HFH) and Dying Well at Home Programme. Responsibilities: IHF is open to applications from candidates who have experience in most but not all of the following areas. The successful candidate will be supported through their induction to increase their knowledge and ability to deliver on the responsibilities outlined here. Further training and ongoing support will be available. Qualifications and Experience In line with employer policies, procedures and best practice standards the Officer Administrator will: Administration
Provide support for the Director of the Healthcare and across team.
Assist in and / or prepare reports as necessary. Provide required information and support to Programme Managers and teams for collating reports from them.
Set up team meetings as guided by the Director, book the meeting room, send out the agenda, take and distribute the minutes of the meetings.
Action all communications in a timely manner
Keep themselves appraised of the relevant documentation / procedures as relevant
Manage data - including maintaining, correcting, collating, interrogating, validating and processing data
Maintain accurate up to date records filing systems and records (computerised / paper)
Undertake any other administrative support and assignments as directed
Represent the Service in a positive manner
Actively participate in innovation and support change and improvement initiatives within the service
Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate
Provide reception cover and administration support to other departments when required.
Qualifications and/ or experience
Two years’ experience of working in an office
PA experience beneficial
Previous experience of working in Healthcare would be beneficial
Drivers licence an advantage
Skills, competencies and/or knowledge
Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role
Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.
Demonstrates the ability to work in line with policies and procedures
Demonstrates the ability to plan and organise own workload in an effective and methodical manner
Delivers within timescales and to a quality standard
Takes responsibilities for work and sees it through to completion
Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work
Demonstrates awareness and appreciation of the service user
Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment
Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions
Thinks through decisions to make sure they are in line with policy and local practice
Gathers information from enough sources and other people to make well-founded decisions
Demonstrates the ability to work on own initiative as well as part of a team
Contributes to a positive team spirit
Demonstrates a willingness to become involved and help team members if they are under pressure
Effective communication skills including the ability to present information in a clear and concise manner
Strong written communication skills
Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect
The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office. Terms and Conditions This is a full-time, fixed term contract for one year with a view to longer term, reporting to a team lead or manager (TBC) with a dotted management line to the Office Manager. The role will be based at the IHF’s offices on Nassau Street, Dublin 2. A hybrid working structure which combines office and home-based work is currently in place in IHF. The post holder may be required to travel outside Dublin, so access to a full drivers licence would be beneficial. The annual gross salary for this role is circa €26,000 - €32,000 depending on experience and fit. Other benefits include:
A 10% employer’s contribution to a company contributory pension scheme (subject to a 5% employee contribution)
Annual leave of 23 days
Closure of the office on Good Friday, half day Christmas Eve and time between Christmas and New Year in addition to annual leave entitlement
Life Assurance and Death in Service benefit
Further Education & Training support
Travel (bike-to-work schemes/tax saver commuter tickets)
A range of flexible leave policies
Hybrid work arrangements
A complete list of all the terms and conditions will be made available to the candidate offered the role through IHF’s Employee Handbook. IHF is an equal opportunities employer. Application Procedure Closing date for applications is 27th July 2022. Applications by e-mail to firstname.lastname@example.org under the heading: Office Administrator. Applicants should submit a CV (max. 2 pages), detailing relevant experience, along with a covering letter outlining the reasons they believe they are suitable for this role.
Applicants will be short-listed on the basis of information supplied.
Interviews will be held between 8th – 12th August 2022
Late or incomplete applications will not be accepted.
Should the person recommended for appointment decline, or having accepted it, relinquish it, or if an additional vacancy arises, IHF may, at its discretion, select and recommend another person for appointment on the results of this selection process.
General Info Date Entered/Updated 13th Jul, 2022 Region Dublin 2 / Hybrid Expiry Date 27th Jul, 2022