Community Administrator Kyle

Camphill Communities of Ireland are recruiting for a Community Administrator.
Purpose of Post
The primary purpose of this role is to ensure the post holder will provide a professional administrative service in support of a range of activities within Camphill Community and support the management team.
They will be responsible for Financial, Payroll, HR, Training and ancillary activities.
Key Responsibilities
The principle duties and responsibilities of the posts may include but are not limited to the following:
Financial
Petty cash management for all departments across the community
Purchase management / preparation for approval by PIC
Purchase order system / uploading invoicing to national system/ planning purchases against budget.
Monthly reconciling of Community Members with Support Needs (CMSN) accounts in strict adherence to company policy and procedure
Maintaining relationships with customers and suppliers and dealing with queries
HR functions:
Responsible for recruitment and advertising of vacancies through the Occupop System
Support in shortlisting and arranging interviews for potential candidates
Responsible for onboarding of all new staff in strict adherence to company policy and procedure.
Complete and maintain all Personnel and HR files for all staff including agency staff
Responsible for the Garda vetting for all staff and the renewal of same
Responsible for keeping the HR database (TMS) and employee information systems up to date to ensure data integrity and quality
Managing leave, following up on all HR functions of recruitment, recording and following up on sick leave, statutory leave etc.
Ensure all staff supervisions are on file
Ensure all staff probationary reports are on file
Ensure return to work interviews are conducted and on file
Track the induction process and ensure on file for all staff
Management of schedule 2 HIQA file requirements
Responsible for organising and recording of all staff mandatory training
Audit of HR files.
Support to HR processes - TIC / Disciplinaries.
Support to STVs, local support to new arrivals, and on-going ref health, travel.
Maintenance of staff data base in line with GDPR regulations
Payroll & Rosters
Proficiency in Payroll software to ensure that staff have correct details within the TMS system
Preparation of fortnightly payroll and submission of weekly time and attendance details to Payroll department
Management of resolving payroll discrepancies and queries
Assist with staff rota's and rosters
Assist with the review of rosters and planned agency use
Arrange cover for rosters gaps
Other duties
Work as part of a team ensuring all tasks are completed efficiently and to the highest standard
Coordinate the reception area of the Community efficiently
Managing incoming calls, messages, ensuring records are filed as appropriate in hard copy and/or electronic versions
Attendance at meetings and minute taking
Support the completion of reports, returns and Notifications to HIQA HSE and CCoI
Ensure the Directory of Residents is maintained and updated
Supporting the rollout of fundraising, open days, and community festivals and cultural events
Point of contact for day to day management.
Ensuring all maintenance requests are approved by PIC and uploaded to Affinity System
Support to community in appointments with GP, and other clinical appointments - support for transport for same.
Maintain driver files, vehicle records and order toll tags
Overseeing transport management and maintenance records.
Community connector - key relational person in building local connections for the community.
Assist the Person in Charge with all administration to ensure an efficient system of tracking all residents from referral to discharge.
Provide activity reports to National Office, as required.
Maintain records of all residents for future reference.
Assist in the production of reports when requested by Head of Services.
HIQA documentation, scanning, sending, recording and filing.
Be responsible for the efficient organisation of office procedures, including ordering of stationery, maintenance of office equipment etc
Any other duties which may be assigned by time to time by the PIC or designate
Qualifications, Knowledge & Experience
Minimum leaving certificate required
Third Level or Business Administration course desirable
At least 1 years' experience working in an administrative capacity
Strong accuracy and attention to detail; good organisational and analytical skills; good working knowledge of Microsoft Word and Excel, SharePoint, OneDrive and other Office software
Excellent interpersonal skills - approachability, friendly manner, active listener.
Respectful of confidentiality
Be a positive, organized individual who is reliable and self-motivated
Demonstrate a flexible and adaptable approach to meeting the objectives of the job and respond to changing needs
What we offer:
Competitive salary
Pay scales
Career progression opportunities
Work/life balance
Paid annual leave
Refer a friend scheme
Employee Assist Programme offering advice and counselling
Death in Service Benefit
Paid mandatory training
Paid travel expenses
Details of the Role:
Salary Scale: Grade 3 (Scale €33,051- to €44,466) Per annum (based on a 40 hour week)
Location:
Contract: Permanent - full time 40 hours
Closing date:
Candidates shortlisted will be contacted for immediate interviews.
Please note all posts are subject to Garda Vetting relevant Police check for any country of residence of over 6 months from age of 18 and reference checking.
Camphill is an equal opportunities employer #J-18808-Ljbffr