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Administrative Support Professional
3 weeks ago
About the Role:
This part-time position requires a reliable and professional individual to support the PIC in her role. The successful candidate will be responsible for reviewing and planning duties for a team of administrators, completing audits as per company policy, and ensuring a smooth running of the administrative department.
The ideal candidate will have excellent organizational skills, flexibility, and a commitment to maintaining a welcoming environment for residents and visitors alike. They will also be proficient in Microsoft Office and Outlook, with strong communication and interpersonal skills.
Key Responsibilities:
- To greet all visitors to the home and ensure the visitors book is signed and any risk assessment documents completed in line with current Public Health guidelines.
- To complete the Administration roster monthly.
- To manage the Administration roster on a weekly basis with regards to absenteeism/sickness and arrange cover when needed.
- To open all company mail and sort to the relevant departments. To deliver all residents' mail as appropriate or give to the Nurse on duty.
- To provide secretarial support to the HR/PIC and a receptionist role to the home.
- To collect daily newspapers on way into work where there is no delivery option.
- To answer phones and manage calls as appropriate in a professional and friendly manner. To input all enquiries onto the EpicCare System and all follow-ups needed and to close off as necessary.
- To complete such paperwork and/or financial documents as requested by the PIC/Head Admin.
- To manage incoming payments from Residents/Next of kin as per company policy.
- To manage petty cash and card payments as per company policy.
- In line with the Time Point policy, to assist the PIC in completing her HR function by assisting in the on-boarding of all new staff, up-dating and managing the Time Point System and to be responsible daily browser so that it is correct for payroll. To maintain the actual rosters and all other paperwork in line with the Health Act and other relevant legislation and to ensure its storage in the home is in line with GDPR requirements. To ensure easy access to such information for the purposes of reference and for relevant inspectors' examination.
- To assist in the admission (to include notification to HSE), transfer, and discharge (to include notifications to HSE/Coroner) process of residents. To manage completion of the contracts of care for all new admissions and to report to the PIC or her deputy where gaps exist in the completion of same.
- To assist in the management of new staff and the compiling of their file to ensure compliance with Employment Law. (Electronic and paper) and to update all training into Epic or other platform in use.
- To use the electronic systems in place to their optimum level and to report all cases of poor compliance or breaches in policies and procedures to your line manager.
- To be a Champion for waste reduction in the home and improved recycling throughout the home.
- To seek quotations for items as directed by the PIC/Operations team using the 3 quotes approach.
- To place orders with our various suppliers in line with the correct procedures and to do so with an understanding of good housekeeping and storage management.
- To adhere to the policies laid down by the home in the best interest of residents and staff.
- To attend compulsory training and any other relevant training or up-dating required in order to fulfill your role to the best standards.
- To develop good communication channels with the PIC of the home, residents and their relatives, the HSE and all other stakeholders that have an impact on, or interest in the home.
- To assist residents in their post and telephone requirements. To make residents' appointments and to book taxis etc.
- To be economical with the utilisation of resources in order that the optimum standard of work and value for money can be achieved, and to encourage other staff to be equally economical with resources.
- To assist in developing and maintaining a 'home-like' environment and atmosphere, where the resident is the central figure in all decision making, ensuring that their right to individuality, privacy, dignity, independence and choice is our focus at all times.
- To participate in announced/unannounced visits from the Operations Manager and inspectors from the registration and inspector unit (HSE/HIQA), environment health officer, fire authority and mental health commission if applicable. Provide reports detailing staff training as requested by the PIC.
- To comply with any reasonable request from the PIC or her deputy in the best interest of the residents and the home.
Why this role?
This role offers a unique opportunity to make a real difference in the lives of our residents. As a part-time Administrative Assistant, you will play a vital role in supporting the PIC and contributing to the smooth running of the administrative department. You will have the opportunity to develop your skills and experience, working in a fast-paced and dynamic environment.],
