Administration Assistant/Reception Assistant

Location:

John Paul Adult Services provides a combination of campus and community based services to adults with varying support needs, based on personal outcome measures. Our services are currently undergoing a transition from a campus based service to community living, where we aim to create opportunities for the people we support to be valued citizens in their communities and to have everyday life experiences. Our focus is to form a partnership with the people we support and their families to ensure each individual live their best life.

We wish to recruit innovative, creative, visionary people who will relish the opportunity to assist in achieving this vision. Candidates need to be flexible and adapt to the needs of particular individual’s they support on a daily basis.

The Role:

John Paul Service administrative assistant will be involved in the reception and administrative and accounting aspects of supporting all areas of John Paul Adult Service. The successful candidate will work with all members of the John Paul Adults Services Teams to ensure safe, quality and personalised service. The successful candidate will also be expected to respond to all queries for service provision ensuring efficient follow up.

Reporting/Responsible To:

Service Co-ordinator / Area Manager

Qualifications/Experience/Skills:

A recognised qualification in secretarial/administration/ ECDL equivalent is desirable.

3-5 years’ experience working in the area of administration/accounts and payroll including experience working with Microsoft packages and computer Databases is essential.

Experience of working with people with disabilities is an advantage.

Excellent communication skills both written and verbal

Organisational skills with accuracy and attention to detail.

Ability to exercise good judgement discretion and confidentiality

Co-operate in a team environment.

Working Hours:

• 70 hours per fortnight

35 hours per week based on a 5 day roster. Flexibility will be required in order to meet service needs. Corlann model of service is based on Personal Outcome Measures requiring employees to be flexible in their working hours to provide a quality service delivery for each individual.

Annual Leave:

26 days per annum

Remuneration:

Department of Health Grade IV salary scale - €35,609 x 9 increments - €51,718 (Max) PA.

LSI 1 €53,296 per annum is payable after 3 years on the maximum of the scale.

LSI 2 €54,914 per annum is payable after a further 3 years.

Tenure:

This post is permanent full-time and pensionable.

Probation:

A probationary period of nine months from the date of appointment applies to the post. The employment may be terminated at any time during the probationary period should the employer find that the appointee is unsuitable to continue employment. The probation period may be extended at the Employer’s discretion.

Travel:

A full clean driving licence and use of a car is an essential requirement of the post.

The person appointed must provide his/her own car and must furnish an indemnity from Insurers in favour of the employer. Travelling expenses at the appropriate rate will be paid in respect of travel necessarily performed in the discharge of duty. The candidate will have a base in the John Paul Centre. Ballybane, Galway. The Services are undergoing ongoing changes and due to reorganisation of services, a change in base may occur in the future.

JOB DESCRIPTION

Corlann model of service is based on Personal Outcome Measures requiring employees to be flexible both in their approach and their working hours to provide a quality service delivery.

Specific Conditions

• Staff should have a positive attitude towards working with persons with an intellectual disability and help to ensure that they lead as normal and enjoyable a life as possible.

• Staff should treat each person with intellectual disability as an individual and at all times acknowledge and respect the rights and personal dignity of the person with intellectual disability.

• Staff are required to establish and maintain relationships with people that they support that are based on respect and equality and that promote the independence.

Main duties and functions:

• Provide telephone/reception services as required and ensure the Area Manager and Service Coordinator are informed of all matters requiring personal attention.

• Daily office management.

• Co-ordinate Conference room bookings.

• Become familiar with the accounting processes and procedures as required – Invoices/SOLDO/Accounts payable/Banking/Ordering/Vat Returns

• Provide administrative support to the residential and day service teams as required.

• Support staff when required including over leave periods.

• Manage Timesheet operations for staff members in a timely and accurate manner to enable the wages office to process payroll.

• Manage staff annual leave/travel expenses/sick leave records and associated database SIMS.

• Issue receipts and prepare lodgements weekly for all incoming funding.

• Manage and keep records for petty cash.

• Transport – responsible for all related services of buses within the Service.

• Maintenance – Liaise and coordinate works with maintenance and ground staff as required.

• Link with outside contractors and Services.

• Organise/Coordinate Mental Health Clinics & GP appointments

• Become familiar with the various databases in use within the Organisation i.e. OLIS, AIRS, Flex, Transac, databases, update Personal Outcomes and keeping all up to date.

• Co-operate with other departments working for the benefit of people supported and providers.

• Ensure the maintenance of an appropriate filing system to include safe storage of records in accordance with Service policy and be responsible for other records as required to ensure effective administration.

• Be responsible for the ordering, checking and storage of stationary and office supplies as required.

• Become familiar with and operate within the current policies and procedures of the Service in all aspects of work.

• Be familiar with and operate current organisational databases and undertake any training required to become familiar with new systems and databases.

• Provide access to files for research purposes, appointments and reviews, to relevant staff as required,

• Assist in the sourcing and ordering of equipment for the Service when appropriate.

• Be aware of and become familiar with fire drill procedures within the Centre, i.e. calling emergency services, fire detection, evacuation and firefighting and to participate in in-service fire training as required.

• Be conscious of Health and Safety matters in the work place, and in particular to comply with employees obligations as set out under the Safety, Health and Welfare at Work Act 2005. Ensure that the procedures set out in the Safety Statement are implemented at all times.

• Co-operate with new technological advances in relation to administrative and accounts procedures.

• Avail of all training made available to ensure effective computerisation operates in Programme Administration.

• Ensure confidentiality in all matters concerning People Supported and staff including the safe storage of reports and records.

• Ensure the service is operating in line with the Health Information and Quality Authority Regulations & Standards (HIQA), New Directions and the Health and Safety Authority (HAS) in relation to administration duties.

• Promote dignity at work and show respect to People supported, colleagues and stakeholders in the course of duty.

• As the duties and responsibilities of any post in our Services are likely to change over time, staff are expected to demonstrate a high level of flexibility and a willingness and ability to develop new approaches to their work, reflecting the developing needs of the service and those who use it.

The role of the post holder will not be limited by reference to this job description. It would be expected that the role will evolve as professional, structural and people supported’ demands change and the post holder will be expected to demonstrate flexibility skills that will facilitate this.