Administration Support

Overall Purpose of the Post

To provide a wide range of administration supports to the Children’s Disability Network Team and Children’s Services Manager or the Community Paediatric Clinics and other identified clinics within the regional CHO4 Physical Disability Support Service (PDSS).

Provide administrative supports to the PDS team / PDSS clinics as follows:

• Provide all necessary administration supports to teams and clinics, including typing of meeting agendas, team minutes and IFSPs; updating IMS and service user hard and soft copy records; and any other administrative support as required.

• Provide typing services to support general clinic administration including:

  • Letters, reports, submissions, mailings, memos, agendas, minutes (including attendance at meetings as required), and any other correspondence as delegated.

• Work with identified software for processing of medical letters and records.

• Support the intake process for teams and clinics, liaising with relevant personnel both within the organisation and in external organisations and hospitals.

• Facilitate the scheduling of team meetings and clinics, including management of cancellations and postponed appointments.

• Responsible for informing families (via telephone and post) of scheduled appointments.

• Organise client charts in time for meetings and clinics.

• Prepare meeting/clinic space prior to use, ensuring that required equipment is available.

• Establish and maintain efficient office practices to support the efficient workings of the team and clinics.

• Participate in management of office supplies for team and clinic purposes.

• Maintain effective filing and archiving (hard and soft copies) of all service/service user records as required.

• Liaise with CDNT administrators regarding clinic files and service user records (hard and soft copies).

• Become proficient in the use of the Enable Ireland Service User database – IMS – and other relevant databases.

• Process and issue consent packs as required, ensuring GDPR policy is followed.

• Provide reception/switchboard support for break and leave cover, greeting visitors, call handling (as per documented procedures), and administering sign-in/sign-out processes.

• Responsible for managing outgoing and incoming post in line with GDPR guidelines (e.g. logging in database, ensuring distribution).

• Photocopy and scan as required.

• Assist with preparation of files requested under FOI and GDPR.

• Complete tasks with a high level of attention to detail.

• Maintain efficient office practices and suggest improvements where needed.

• Collate data and compile reports as required.

• Keep Children’s Services Management informed of clinic activity as needed.

• Ensure good, clear, and respectful communications and relationships with children and families, colleagues, the Children’s Disability Network Manager, Children’s Services Manager, and Director of Services.

• Participate in training programmes and other developmental activities as identified by the PDSS Co-ordinator, CDNT Manager, Children’s Services Manager, Director of Services, or Enable Ireland.

• Coordinate identified team and clinical training when required; inform participants and manage waitlists.

• A high level of flexibility is expected, with a willingness and ability to develop new approaches as service needs require. Duties may change with evolving service needs and the changing expectations of service users.

• The appointee will carry out other appropriate duties as assigned from time to time.

• Adhere to data collection requirements in line with agreed procedures and Enable Ireland’s standards.

• Work in accordance with Enable Ireland’s policies and procedures and promote adherence across the service.

• Participate in the EFQM (European Foundation for Quality Management) model for quality assurance.

• Contribute to the ongoing development and implementation of Enable Ireland’s quality initiatives and departmental standards.

• Support the promotion of health and safety and risk management, including policy development and compliance.

• Participate in timely and accurate health and safety reporting.

• Take part in local safety initiatives and training.

• Ensure effective safety procedures are followed in all duties, in compliance with the Health, Safety and Welfare at Work Act and Enable Ireland’s policies.

• All Enable Ireland staff are bound by a code of confidentiality. Information obtained through work with service users, their families, and carers must not be shared outside Enable Ireland unless authorised by the Director of Services.

• Strict GDPR compliance is required in all duties. This includes adherence to GDPR policies, attending GDPR training, and personally implementing safeguards.

Note: This job description is not exhaustive. Duties may be reviewed by the Director of Services/Children’s Services Manager or their designate in line with evolving service needs and legislative changes.

• Responsible to: Children’s Disability Network Manager or PDSS Co-ordinator

• Probation: A period of up to 6 months may apply. Three reviews will be held during probation. This period may be extended up to a maximum of 9 months (including any statutory leave).

• Salary: €26,606 to €42,805 per annum (pro rata). Subject to increases in 2025 per WRC agreement on Section 39 organisations.

• Annual Leave: 30 days per annum (pro rata).

• Pension Scheme: Contributory scheme available on the next 1st July or 1st January following start date.

• Medical: A medical assessment may be required.

• Garda/Police Clearance: Required for those undertaking relevant work with children or vulnerable persons.

• Sick Pay (if applicable):

  • After 6 months’ service: Full pay less social welfare for the first 13 weeks, then half pay less social welfare for another 13 weeks in any 12-month rolling period.

  • All absences over two days must be medically certified.

  • The Company may request an exam by its own doctor after 3 months of continuous absence.

• Redeployment: In exceptional circumstances, staff may be redeployed to suitable roles aligned to their skills and experience.