Job Opportunity – Office Administrator

Reporting to: Director of Corporate Services

Responsibilities of Administrator:

Please note this is an entry level position and as such the salary is reflective of this.

Office Administration

  • Operating the switch Board
  • Dealing with queries and taking messages
  • Maintaining and ordering stationery and marketing literature stocks
  • Filing, photocopying, faxing, mailing and printing
  • Organising Staff Accommodation and Flights
  • Development of Project Proposals and Service Agreements
  • Maintaining Staff Files
  • Ensure the offices appearance is appropriate at all times
  • Deal with any queries regarding maintenance and facilities
  • Proof reading documents
  • Maintaining and updating databases
    • Manage effective usage and maintenance of HCI office facilities and equipment.

Marketing

  • Inputting and Analysing Data from Client Feedback Forms
  • CRM Database management and Development
  • Supporting the Director of Corporate Services with Event Management
  • Assist with the development and production of Marketing collateral
  • Preparation of mailshots and e-zines
  • Updating the online portal

HCI Quality Management

Support the HCI Quality Management System (QMS) as follows:

  • Developing, implementing, maintaining and improving the process, and associated procedures, of the services provided by HCI.
  • Driving in the HCI general QMS processes and providing input to all required measurement and analysis activities, including Quality and Management Reviews.
  • Recording, managing and addressing all allocated non-conformances in a timely and effective manner and in accordance to the applicable procedure. The Quality & Safety Support Coordinator role is responsible for recognising when a service provided by HCI has not met the requirements of the HCI procedure and document it as a non-conformance.
  • Completing all specific audit activities as identified by the Quality Manager in accordance to the applicable procedure.
  • Maintaining personal training records as required within the HCI QMS.
  • To undertake such other duties as may be assigned from time to time by the Director of Corporate Services or the CEO.

Person Specification

  • Excellent IT skills (Excel, Word and Powerpoint)
  • A third level qualification (desirable)
  • The successful applicant will need to be an efficient, hardworking and productive person who works well in a team environment
  • Be able to work under pressure and self motivated
  • Excellent telephone skills and manner
  • Confident energetic person with a strong work ethic
  • Excellent interpersonal and communication skills
  • Full clean driving license
  • Excellent written and oral communication skills
  • Plans and carries out responsibilities with minimal direction
  • Excellent organisational skills
  • Editing and proof-reading skills
  • High level of accuracy and attention to detail
  • Ability to prioritise competing demands

Applications

All applicants should forward a CV by email, to Caroline McAndrew, Director of Corporate Services, HCI at caroline.mcandrew@hci.care.