Office Coordinator

Office Administrator / Coordinator

Location: Naas, Co. Kildare

Role Overview

The Office Administrator/Coordinator supports end-to-end administration of a healthcare service and is the client-facing role, meeting and greeting families at our clinics.

This role also supports the management referrals, maintains accurate records, and coordinates appointments with clinicians and families. Strong organisation, attention to detail, and consistent communication are essential to support timely and efficient assessments.

Our clinics operate weekdays and weekends, and this role will require Saturday and Sunday in-person office attendance.

Key Responsibilities

·        Meet, greet and coordinate clinic appointments in our office

·        Process incoming referrals and ensure documentation is complete and compliant with requirements.

·        Set up new cases on CRM/clinical systems and maintain accurate, audit-ready records.

·        Track case timelines to ensure alignment with deadlines.

·        Schedule assessments and appointments for clinicians across disciplines.

·        Coordinate with families to confirm appointments and manage rearrangements.

·        Support clinicians with documentation packs and case preparation.

·        Monitor caseload progress and escalate delays to the Team Lead.

·        Act as the first point of contact for family in-person queries.

·        Issue standard letters, forms, and communication templates.

·        Maintain data trackers and generate routine reports on workflow and KPIs.

·        Manage shared inboxes, calendars, correspondence, and secure data handling.

·        Support service improvements and operational updates as directed.

Key Skills & Experience

·        Strong organisational and administrative skills.

·        Excellent attention to detail and accuracy.

·        Confident communication skills with families and professionals.

·        Ability to handle sensitive and confidential information.

·        Proficiency in Microsoft Office (Word, Excel, Outlook).

·        Ability to prioritise and manage multiple deadlines.

·        Desirable: Experience in healthcare/social care administration

Why Join Us?

·        Meaningful role supporting children and families accessing essential services.

·        Structured, supportive multidisciplinary environment.

·        Training provided on processes, systems, and compliance requirements.