Healthcare Ireland Head Office

Duties and Responsibilities

Business Support

• Provide professional business support to managers and operational teams across the organisation.

• Coordinate and administer business activities, processes and workstreams.

• Maintain accurate business records, databases, trackers and management information.

• Prepare business documents, reports, presentations, spreadsheets and correspondence.

• Coordinate meetings, prepare agendas, record actions and monitor completion of agreed actions.

• Monitor deadlines and proactively follow up outstanding activities.

• Respond to internal and external queries and ensure matters are directed to the appropriate person where required.

• Support the implementation of business initiatives, projects and operational improvements.

• Maintain organised and accurate electronic records and documentation.

Service Level Agreement Management

• Support the administration and ongoing management of Service Level Agreements with internal teams, suppliers and external service providers.

• Maintain an up-to-date register of SLAs, contracts, service specifications, performance measures and key dates.

• Monitor agreed service levels, performance indicators, response times, deadlines and contractual requirements.

• Collect and collate information from relevant teams and suppliers to monitor performance against agreed standards.

• Maintain SLA performance trackers and management information.

• Identify missed targets, service failures, recurring issues and areas of underperformance.

• Escalate material issues to the relevant manager and support the development and monitoring of corrective actions.

• Coordinate regular SLA review meetings and maintain accurate records of actions and decisions.

• Monitor outstanding actions and ensure these are followed up within agreed timescales.

• Support managers with the review and renewal of SLAs and associated documentation.

• Maintain an appropriate audit trail of SLA documentation, correspondence, performance information and actions.

Supplier and Contract Administration

• Provide administrative support in relation to suppliers and external service providers.

• Maintain accurate records of supplier agreements, contacts, service requirements and key contractual dates.

• Monitor supplier performance against agreed service standards.

• Coordinate information requests and ensure responses are received within agreed timescales.

• Record and monitor supplier issues, actions and resolutions.

• Support managers in identifying recurring service issues and opportunities to improve supplier performance.

• Assist with the preparation of supplier review information and performance reports.

• Ensure relevant documentation is retained accurately and securely.

Business Reporting and Management Information

• Collect, analyse and present operational and business information.

• Prepare regular reports on SLA performance, supplier performance, operational activity and business performance.

• Maintain dashboards, spreadsheets and management information systems.

• Monitor performance against agreed targets and identify variances or areas requiring attention.

• Identify trends, recurring issues and changes in performance.

• Prepare clear summaries of key findings for managers and senior colleagues.

• Ensure all information presented is accurate, timely and appropriately documented.

• Support the preparation of information for management meetings, governance meetings and business reviews.

Financial Administration and Reconciliation

• Provide administrative support in relation to the organisation's financial processes and records.

• Receive, process and accurately record supplier invoices in accordance with established procedures.

• Check invoices against purchase orders, contracts, Service Level Agreements and supporting documentation to ensure that charges are accurate and appropriately authorised.

• Liaise with internal departments and suppliers to resolve invoice queries, discrepancies and outstanding information.

• Maintain accurate records of invoices received, processed, queried and paid.

• Assist with the reconciliation of supplier accounts and identify outstanding or unusual transactions.

• Support the reconciliation of bank statements against accounting records and financial transactions.

• Investigate discrepancies between bank statements, invoices, payment records and internal financial systems, escalating unresolved issues to the appropriate manager or finance colleague.

• Assist with the identification and correction of duplicate, missing or incorrectly recorded transactions.

• Maintain accurate financial administration records and supporting documentation to ensure an appropriate audit trail.

• Prepare basic financial reports, schedules and reconciliations for review by managers and finance colleagues.

• Support month-end financial administration, including the collation and checking of relevant invoices, transactions and reconciliation information.

• Assist with monitoring expenditure against agreed budgets and identify significant variances or unusual transactions.

• Ensure all financial information is handled confidentially and in accordance with organisational policies, financial procedures and applicable data protection requirements.

• Support the continuous improvement of financial administration processes, including opportunities to improve accuracy, efficiency and financial controls.

Stakeholder Management

• Develop effective working relationships with colleagues, managers, suppliers and external stakeholders.

• Act as a professional point of contact for designated business support activities.

• Coordinate information between different departments and stakeholders.

• Communicate requirements, deadlines and actions clearly.

• Follow up outstanding information and actions professionally and appropriately.

• Support managers in resolving operational and service delivery issues.

Governance and Compliance

• Maintain accurate and auditable business records.

• Ensure business information is handled securely and confidentially.

• Support compliance with organisational policies, procedures and contractual requirements.

• Prepare documentation and information required for internal reviews and audits.

• Maintain appropriate records of SLA performance, supplier reviews, actions and decisions.

• Ensure relevant deadlines and governance requirements are monitored and met.

Essential Criteria:

• Degree-level education or equivalent relevant professional experience.

• Strong numerical and analytical skills.

• Good working knowledge of Microsoft Office, particularly Excel, Word and PowerPoint.

• Degree in Economics, Business Economics, Business Management, Finance, Accounting or a related discipline.

• Relevant qualification in business administration, contract management, procurement, project support or business operations.

• Advanced Excel or data analysis skills.

Essential Experience

• Experience in a business support, business administration, operations, commercial support or similar professional role.

• Experience of coordinating and monitoring Service Level Agreements, contracts or supplier relationships.

• Experience of preparing business reports and management information.

• Experience of maintaining databases, spreadsheets, trackers and accurate business records.

• Experience of working with multiple stakeholders and managing competing priorities.

• Experience of monitoring deadlines, actions and performance against agreed requirements.

• Experience of analysing business, operational or financial information.