Operations Administrator TLNT1_NI in Holywood

The role of Operations Administrator provides support to the Directors of Strategy and Operations, working closely with the Director Support and Project Lead. You will play a vital role in supporting the delivery of day-to-day operations, systems, and high-impact initiatives. This position calls for a values-driven professional who is deeply committed to integrity, compassion, and excellence.

Working closely with our Director of Strategy and Operations Directors, you will act as a trusted partner, ensuring that priorities are met with clarity and purpose. Your proactive approach, adaptability, and commitment to person-centred support will directly contribute to enhancing outcomes for our stakeholders, and most importantly, the teams and residents we serve.

You will also contribute to system maintenance, data management, and project coordination activities, helping to streamline processes and improve communication between Head Office, Regional, and Home teams.

Personal Assistance to the Directors

• Provide high-quality, professional administrative support to the Operations Directors and the Director of Strategy.
• Manage confidential information and correspondence with discretion, professionalism, and timeliness.
• Prepare data and reports, briefings, and presentations to support strategic and operational priorities.
• Oversee complex diary management, scheduling and coordinating meetings using Microsoft Outlook, Teams, and Zoom, prioritising appointments and adapting plans as needed.
• Accurately record, type, and distribute minutes for a range of business and leadership meetings.
• Act as a welcoming first point of contact for guests on behalf of the Directors and the Senior Management Team.
• Organise meetings, events, travel arrangements, and accommodation for the Directors, ensuring seamless execution.
• Handle incoming telephone calls and queries with professionalism and initiative, redirecting or resolving issues as appropriate.
• Liaise proactively with internal and external stakeholders to coordinate meetings and ensure timely communication and follow-up.
• Manage email and postal correspondence, drafting responses and prioritising actions in line with urgency and importance.
• Prepare and format meeting documentation to reflect Healthcare Ireland's values, tone of voice, and high standards.
• Provide day-to-day administrative support including document printing, production of materials, and raising purchase orders as required.

Systems and Finance Administration

• Work closely with the Director Support and Project Lead and the Finance Director to support the effective use and maintenance of financial and operational systems.
• Support data entry, reconciliation, and reporting processes, ensuring accuracy and consistency across platforms.
• Maintain user access records and permissions for finance and administrative systems, following agreed procedures.
• Assist with the digitalisation and streamlining of organisational forms and workflows.
• Act as first-line support for system queries from Homes, escalating technical or finance-specific issues as appropriate.
• Administer user accounts, access rights, permissions, and email accounts in line with organisational procedures and standard operating processes.
• Support the rollout of system updates, new features, or integrations, helping users adapt and resolve issues quickly.
• Contribute to system improvements, report development, and user guidance.
• Track and maintain accurate records of IT and telephony assets.
• Maintain internal directories and user lists linked to telephony systems.
• Promote and support secure handling of devices and data, ensuring equipment and accounts are managed in line with good security practice.

Required Criteria

• Right to work in the UK.
• A minimum of 1 year experience in a similar role.
• Proven experience in MS Office and Adobe programmes.
• Calm and professional manner.
• Excellent attention to detail.

About The Company

We are passionate about providing the highest standards of care in safe, positive and flexible environments, which enable each person who uses our services to achieve their potential. We are committed to providing each employee with a fulfilling working environment, encouraging personal and professional development. We aim to be a first-class, independent organisation delivering innovative, collaborative, and value-for-money services. Our ultimate purpose is to work with the people who use our services and their families and friends, to enable them to take control of their lives.

Company Culture

We're always on the lookout for people who care, whether that's caring for our residents, or in one of our roles like laundry, kitchen, administration, or maintenance. Our passionate, ever-growing team means that you'll be working with people who pride themselves on the work they do. Each of our Homes and our Head Office work together to achieve something excellent that truly makes a difference in people's lives. Caring for our residents is at the heart of all we do, and we'd love to have you join the team.

Company Benefits

Healthcare Ireland Group is not just a workplace; it's a community where your work has a purpose, and your contributions are valued. If you're passionate about making a difference and are seeking a rewarding career in healthcare, we welcome you to explore opportunities with us and help continue our legacy of excellence in care.

• Retirement plan and/or pension
• Employee development programs
• Free parking
• Competitive salary
• Social Opportunities
• Employee Recognition Scheme
• Culture of recognition
• On-the-job learning

Salary: £28,000.00 per year