Assistant Care Manager - Galway
The Assistant Care Services Manager is a key middle‑management role within the Care Services Team. This office‑based post provides operational leadership and coordination for Personal Assistants (PAs) who work remotely in service users' homes. The postholder works in close support of the Care Services Manager and in day‑to‑day collaboration with the Clinical Lead, the Training & Development Officer/Homecare Services Administrator to deliver reliable, person‑centred home support for adults with physical and/or sensory disabilities.
The role combines operational scheduling, remote staff supervision, service user engagement, HR support, and, from time to time, continuous‑improvement project work. Exceptional written and verbal communication skills are essential to keep a dispersed workforce aligned and to ensure service users experience clear, compassionate, and timely communication.
This role will be supported with in depth training and mentoring to accelerate into full competency rapidly, ie 4-8 weeks.
Responsibilities
Operational Coordination & Scheduling
1. Lead daily rostering to ensure continuity of care and optimal matching of PAs and service users.
2. Use data from schedules and care plans to balance HSE‑funded hours with staff availability and user preferences.
3. Maintain accurate records in rostering and care‑management systems to support timely decision‑making.
4. Respond promptly to emergent issues affecting service delivery and participate in the shared after‑hours on‑call rota.
Service User Communication & Support
5. Build respectful relationships with service users through clear, empathetic, and timely communication.
6. Ensure that communication and decisions reflect the principles of independent living and user choice.
7. Act as a facilitator—alongside the Care Services Manager—to highlight unmet needs and support applications for additional resources when appropriate.
8. Handle concerns and feedback sensitively and professionally using standard processes, ensuring learning is captured for service improvement.
Staff Supervision & People Management
9. Provide day‑to‑day guidance, support, and supervision to a dispersed workforce of PAs.
10. Keep remote staff connected through clear updates, check‑ins, and two‑way communication channels.
11. Support the Care Services Manager to conduct on site assessment, risk revies, investigations and face to face staff meetings.
12. Support the Care Services Manager and Senior Leadership to deliver key team metrics; performance management, absence monitoring, and return‑to‑work processes in line with policy.
13. Reinforce consistent application of HR procedures and escalate issues appropriately to the Care Services Manager.
Team Collaboration
14. Work closely with the Clinical Lead to ensure care aligns with clinical considerations and risk management.
15. Coordinate with the Training & Development Officer to support staff competence, induction, and compliance.
16. Collaborate with the Homecare Services Administrator to ensure smooth workflow and accurate information sharing.
17. Contribute to a positive, solutions‑focused team culture built on trust and shared accountability.
Continuous Improvement & Project Delivery
18. Lead or support small, well‑defined projects to enhance quality, efficiency, or communication.
19. Examples include workflow standardisation, documentation updates, digital tool optimisation, and scheduling process reviews.
20. Track milestones, report progress, and share learning with the team and Care Services Manager.
Values & Ethos
21. Champion empathy, dignity, and respect in all interactions with service users and staff.
22. Promote independent living principles—autonomy, choice, and control—in everyday decision‑making.
23. Model calm, compassionate communication, especially in high‑pressure or time‑sensitive situations.
Requirements
24. Exceptional verbal and written communication skills; able to manage complex conversations with clarity and empathy.
25. Proven experience supervising or coordinating remote staff in a service delivery environment.
26. Strong background in rostering/scheduling and operational problem‑solving. Proficiency with scheduling or care‑management systems,. OneTouch.
27. Experience in homecare, disability, or community‑based services.
28. Sound judgement, resilience under pressure, and the ability to prioritise competing demands.
29. Access to a car and availble to conduct site visits, with paid expenses.
30. Demonstrated commitment to person‑centred practice and independent living.
31. Experience supporting HR processes (attendance, performance, conduct) and applying policies consistently.
32. Familiarity with HSE processes, funding structures, or disability service models.
33. Experience delivering service‑improvement or quality projects.