Administrative Assistant - Respite Services

We are seeking an organized, professional, and proactive Administrative Assistant to support the day-to-day operations of our team. The respite service supports individuals and families and requires a compassionate, organised administrator who understands the importance of person-centred care, effective communication, and attention to detail.

The role is 4 days per week/32hrs.

About the Role

We are seeking a highly organised and motivated Administrative Assistant to join our Respite Services team. The successful candidate will provide administrative support to ensure the smooth operation of respite services for individuals with disabilities and their families.

This is an excellent opportunity for someone who enjoys working in a fast-paced area Supporting adults who access respite services. The role requires someone who is organised, compassionate, and understands the importance of providing reliable administrative support to ensure high-quality care. This role is central to coordinating services, maintaining accurate records, and supporting families, service users, and staff.

Key Responsibilities

• Provide administrative support to the Respite Services Manager and wider team.
• Manage telephone and email enquiries from families, service users, staff, and external agencies..
• Maintain accurate records, databases, and filing systems in compliance with GDPR requirements.
• Prepare correspondence, reports, meeting minutes, and service documentation.
• Support the management of annual leave records, and training records.
• Assist with the onboarding and recruitment administration of respite staff.
• Process invoices, purchase orders, and other financial administration duties.
• Maintain service user records and ensure all documentation is up to date.
• Liaise with multidisciplinary teams, community services, and family representatives as required.
• Assist in the preparation of audits, inspections, and quality assurance reviews.
• Ensure confidentiality and professionalism in all aspects of the role.

Essential Criteria

• Previous experience in an administrative or office support role.
• Excellent working knowledge of Microsoft Office 365, including Outlook, Word, Excel, and Teams.
• Strong organisational, planning, and time-management skills.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Commitment to maintaining confidentiality and professional standards.
• Ability to work independently and as part of a multidisciplinary team.

Desirable Criteria

• Experience working within disability, healthcare, social care, or community services.
• Knowledge of respite services and person-centred support.
• Experience using rostering, HR, or care management systems.
• Qualification in Business Administration, Healthcare Administration, or a related field.
• Understanding of HIQA standards and regulatory requirements.

What We Offer

• A rewarding opportunity to support individuals and families accessing respite services.
• A supportive and collaborative working environment.
• Ongoing training and professional development opportunities.
• Employee wellbeing supports.
• Opportunities for career progression within the organisation.