Administration Support

Duties: • Provide administrative supports to the Team as follows: o Provide all necessary administration supports to teams and clinics to include typing of meeting agendas, team minutes and IFSP’s. • Provide typing services to support general clinic administration to include: o Letters, reports, submissions, mailings, memos, agendas, minutes (to include attendance at meetings as required), and any other correspondence as delegated • Assist with the preparation of files as requested under FOI and GDPR • Organise client charts in time for clinics • Establish and maintain efficient office practices as to support the efficient workings of the clinics • Maintain effective filing and archiving (hard and soft copies) of all Service/Service user records • Become proficient in the use of the Enable Ireland Service User database – Goldmine and other relevant databases. • Keep themselves appraised of the relevant documentation/procedures as relevant • Process and issue consent packs to all referrals • Reception/ switchboard duties and front of house support to the service by greeting visitors, answering the phone and directing queries to appropriate members of the team. • Responsible for ensuring health and safety protocols are followed. • Responsible for management of outgoing and incoming post (i.e. logging same in database, distributing incoming post). • Photocopy and scanning. • Transcription of medical tapes into typed documents and handwritten forms into typed reports. • Complete tasks with high levels of attention to detail. • Understand and work within Enable Ireland’s code of confidentiality. • Ensures that effective safety procedures are in place to comply with not only the Health, Safety and Welfare at Work act but also within Enable Ireland’s policies and procedures.

Communication • Ensure that good, clear and respectful communications and relationships are developed and maintained with children and families, colleagues, CDNM, CSM and DOS. • Action all communications in a timely manner

Training and Development • To participate in training programs and other developmental needs as identified by the Children Services Manager, Director of Service or Enable Ireland. • Share training outcomes as necessary.

Flexibility • The appointee is expected to have a high level of flexibility, and a willingness and ability to develop new approaches to their work as service needs require. Duties and responsibilities of any post in the services are likely to change with the ongoing needs and developments of the services and the changing hopes and expectations of individuals supported by the Services. • The appointee will be required to carry out such other duties appropriate to their employment as may be assigned to him/her from time to time.

Quality Assurance: • Contribute to the ongoing development and implementation of Enable Ireland quality assurance initiatives • Adhere to record keeping requirements in accordance with agreed procedures and legislation • Work to agreed standards of practice

Equal Opportunities: Enable Ireland is committed to taking action to develop employment processes which are fair and free from unnecessary bias and services capable of offering sensitive and effective support with due regard to diversity and difference. As such, the policy of equal opportunity relates to all present and future employees and to all present and potential users of the service. The post holder will carry out the above duties in line with Equal Opportunities Guidelines respecting the different backgrounds of colleagues and clients

Confidentiality: Enable Ireland has a code of confidentiality. All staff working within Enable Ireland are bound by the code of confidentiality. All information that is obtained through work with residents, their families and carers is strictly confidential and must not be shared outside Enable Ireland unless acting on the instructions of the Director of Services GDPR compliance, In the course of carrying out the duties of this job and working with others which will include but is not limited to compliance with all Enable Ireland GDPR policies and procedures, attending all GDPR training sessions, ensuring personal responsibility for implementing safeguards and measures as directed, to minimise exposure to breach GDPR. To minimize exposure to breaches of GDPR, strict compliance is required in the course of carrying out the duties of this job and working with others. This will include but is not limited to compliance with Enable Ireland’s suite of GDPR Policies and Procedures, attending all GDPR Training sessions and ensuring personal responsibility for implementing safeguards and measures as directed. Terms & Conditions: Responsible to: CDNM/Childrens Services Manager Probation: A probationary period of 6 months applies, wherein three probationary meetings will take place to review your performance and suitability for appointment. The probationary period may be extended or terminated for any reason at Enable Ireland’s discretion. Salary: The current salary scale for this post is €26,606 to €42,805 LSI pro-rata per annum. Annual leave: Annual leave entitlement is 30 days pro rata per annum and proportionately less for less than 12 months service. Pension Scheme: Enable Ireland operates a contributory pension scheme, which all employees may join on earlier of 1st July or 1st January following start date. Medical: The successful candidate will be required to undergo a medical assessment.

Garda Clearance/Police Clearance: These will be required for all prospective employees who will undertake relevant work or activities relating to children or vulnerable persons.

Sick Pay: (If applicable) All periods of sickness exceeding two days must be medically certified. Weekly medical certificates are required thereafter. The Company reserves the right to have you examined by its own Doctor after 3 months continuous sick leave. Upon completion of 6 months continuous service with the Company sick pay will be as follows: Full pay less social welfare for the first 13 weeks of sickness in any 12 month rolling period and half pay less social welfare for a further (13) weeks of sickness absence in the same 12 month rolling period Redeployment In exceptional circumstances, the organisation reserves the right to redeploy you to an alternative role that is suitable to your skills and experience.