Office Administrator - Home Care at Omegayksi

Omegayksi Oy – A Leader in Home Care Services. At Omegayksi, we believe that everyone deserves access to compassionate, high-quality care—right in the comfort of their own home. Founded in Finland, Omegayksi has quickly become a trusted name in home care services, providing exceptional healthcare support to the elderly, those with chronic conditions, and individuals recovering from surgery.

We are recruiting to fill the position below:

Job Title: Office Administrator - Home Care

Location: Asokoro, Abuja (FCT)
Employment Type: Full-time

Job Summary

• The Office Administrator is responsible for overseeing the administrative operations of the care home, ensuring efficient management of office tasks, resident records, and customer service.
• The role requires strong organizational skills and the ability to multitask, with experience in corporate customer service and administrative management.
• HR skills would be an advantage to assist with employee records, recruitment, and other HR-related functions.

Key Responsibilities
Administrative Management:

• Manage day-to-day administrative tasks, including answering phone calls, responding to emails, and greeting visitors.
• Maintain and organize resident and employee files, ensuring confidentiality and compliance with data protection laws.
• Handle scheduling and coordination of meetings, appointments, and care home events.
• Maintain office supplies inventory and ensure that the office operates smoothly.

Customer Service & Front Desk Duties:

• Serve as the primary point of contact for residents, families, and visitors, ensuring that inquiries are handled in a timely and professional manner.
• Address client complaints or concerns, escalating issues to management when necessary.
• Assist families and prospective clients with information about care home services, admissions, and tours.

Record Keeping & Reporting:

• Ensure accurate record-keeping for residents' admission, discharge, and care plans, collaborating with the nursing and care teams to maintain up-to-date files.
• Prepare and maintain regular reports on administrative functions, including occupancy reports, financial documentation, and staffing updates.
• Maintain personnel files, including employment contracts, leave records, and performance appraisals.

Human Resources Support (Advantageous):

• Assist in HR-related tasks such as recruitment, onboarding of new staff, and processing employee paperwork.
• Help maintain staff schedules, manage timesheets, and coordinate staff leave.
• Support performance appraisals and ensure compliance with internal HR policies and procedures.

Financial Administration:

• Assist in managing the care home’s billing and invoicing, ensuring that all payments and transactions are processed accurately.
• Support the management team in handling budget planning and expense tracking.
• Handle petty cash and ensure reconciliation of accounts, if necessary.

Compliance & Policy Management:

• Ensure that the care home is compliant with all regulatory and legal requirements regarding documentation and resident records.
• Assist with audits and inspections by maintaining thorough records and coordinating with the relevant departments.
• Help implement care home policies and ensure that staff are aware of procedural changes and updates.

Office Coordination & Staff Support:

• Act as a liaison between the management, care staff, and external service providers, facilitating smooth communication across teams.
• Provide administrative support to the care home manager and other departments as needed, including typing reports, preparing documents, and organizing meetings.
• Support onboarding and training activities for new hires, coordinating orientation programs and necessary documentation.

Qualifications & Experience

• Interested candidates should possess a Bachelor`s Degree in any relevant field
• Minimum of 3 years of experience in corporate customer service, office administration, or administrative management.
• Experience in healthcare environments is an advantage.
• HR skills or experience is a strong advantage, especially in recruitment, employee records management, and general HR administration.
• Bachelor’s degree in business administration, healthcare administration, or a related field is an advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), office management software, and database management.

Key Competencies:

• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills, with the ability to interact professionally with residents, families, staff, and external partners.
• Knowledge of HR processes, including recruitment, employee onboarding, and record management, is desirable.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong problem-solving skills and ability to handle multiple tasks in a fast-paced environment.
• Attention to detail, with a focus on accuracy in record-keeping and financial management.
• Proficiency in using administrative and scheduling software.

Application Closing Date
Not Specified.