Job Overview As office manager you will be the first point of contact of any of the administration issues or concerns within CHI Cork office.
You will be expected to be able to lead by role modelling while supporting the business needs.
You will support the administration roles within CHI cork office, that include reception, resource, appointments, and typist roles.
You will support the business manager in being the day-to-day manager for operational issues and be the point of contact for such issues.
Responsibilities for Office Supervisor (not an exhaustive list) Oversee and support all administrative duties in the office and ensure that office is operating smoothly.
Maintain professionalism, strict confidentiality, and integrity at all times.
Ensuring employees experience is of high standard and ensuring positive feedback to clients.
Ensuring Diary scheduling is always current especially manging the diary in the event of sickness absence, planned absences or meetings that may result in rescheduling employees.
Be able to manage office staff absences (administration) ensuring that there is sufficient staff to support all the business.
Manage office supplies inventory and place orders as necessary.
Perform receptionist duties: greet visitors, register employees into e OPAS and answer and direct phone calls.
– support if needed Perform resources duties – uploading, checking and ensuring information shared is accurate and to the relevant client.- support if needed Be able to manage the clinic diary as well as scheduling off site clinics as required.
Receive and sort incoming mail and deliveries and manage outgoing mail.
Develop or update office policies and procedures, and ensure they are implemented appropriately.
– ensure admin team are using the most up-to-date forms Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
Assist in the day to day running of the offices including facilities such as heating, plumbing issues that may occur Identify opportunities for process and office management improvements, and design and implement new systems.
Provide other administrative support as necessary, including scheduling group meetings.· Ability to work alone or Team working.· Self-awareness of The Employment Equality Acts 1998–2015 and the Equal Status Acts 2000–2015, a sense of respect for others irrespective of gender, social class, race, or sexual orientation.
Planning and Organising· Ensure operational functioning of clinics.· Ensure the implementation of changes in administration policy.
• Ensure systems in place to adhere to legal requirements for record keeping, monitoring activity and performance targets.
• Ensure appropriate levels of staff are provided to deliver the service.
• Ensuring Diary scheduling is always current especially managing it in the event of sickness absence, planned absences or meetings that may result in rescheduling employees.
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly.
Compliance and Governance· To ensure all staff act in accordance with CHI and PAM Group and statutory guidelines & policies.· To identify and intervene where circumstances contribute to an unsafe environment for clients and staff.· To participate in the implementation of CHI accreditations such as SEQOHS and ISO27001 information security management system.
· To maintain a personal professional profile.· To take an active role in risk assessment, supporting implementation of strategies to minimise risk.
Ensuring incidents and near misses are reported, through promotion of a no blame culture.· To be familiar with the Health and Safety at Works Act and be aware of its implications and ensure CHI policies are followed.· Assist and support Data protection officer in sending out subject access requests.· Assist and support in internal and external audit processes.
Information Security Management: Support compliance and business manager in the implementation of Information security management by participation in: · Annual awareness training of ISO 27001 ISMS Information Security Policy; and participation in the implementation of policy within the administration roles.
· Monitoring any changes or exposure of key organisational information assets to major threats, reporting any unacceptable levels of risk or near misses and ensuring that awareness of these threats is developed within the team, as well as ensuring that the importance of complying with the ISMS.· Ensuring that procedures and controls are correctly implemented, responding and reporting of any incidents including data breaches or near misses.
Position Qualifications; Knowledge, Skills and Abilities· Ability to work effectively/autonomously with minimum supervision.· Able to prioritise own workload and manage own time, self-motivated and capable of working flexibly and to strict deadlines using own initiative.· Ability to plan and organise the work within the team in order to meet specified deadlines and service needs.· Negotiation and motivational skills.· Flexibility to cover alternative shift patterns on occasion, if required.· Ability to analyse data, report and present this data and business impacts.
Work Environment:· Computer literate and competent in the use of all Microsoft Office Applications e.g.
Outlook, Word, Excel, Share Point, Forms etc.· Knowledge of EOPAS Occupational Health Management Software or other medical record management system.· Confidence, assertiveness, tact, diplomacy, and empathy for dealing with clients and their employees as well as supporting your colleagues and lead that team.· Ability to work alone or Team working.· Self-awareness of The Employment Equality Acts 1998–2015 and the Equal Status Acts 2000–2015, a sense of respect for others irrespective of gender, social class, race, or sexual orientation.
· Ability to maintain strict confidentiality.
Qualifications for Office Supervisor Ideally bachelor's degree in business administration, communications, or a related field or proven experience in management role.
3-5 years of work experience in an administrative/office management role.
Must have exceptional attention to detail.
Strong organisational and time management skills, and ability to prioritise.
Must be a self-starter and driven.
Excellent communication and interpersonal skills.
Strong problem-solving skills and analytical abilities.
Must be proficient with Microsoft Office365 applications and competent in the use of all e.g.
Outlook, Word, Excel, Share Point, Forms etc.
All staff will be expected to maintain confidentiality, that of our patients, client and to the business of CHI Cork.
All staff are expected to maintain their responsibility to the Data Protection Act 2018 and take a role in the prevention of information security breaches, all staff are required to abide by policies and procedures of the ISMS (Information Security Management System).
Please send all applications to