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

Duties:

Provide administrative supports to the Team as follows:

• Provide all necessary administration supports to teams and clinics to include typing of meeting agendas, team minutes and IFSP’s, updating Goldmine and service user hard and soft copy records in this regard and any other administration supports as required

• 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

• Process and issue consent packs to all referrals

• Provide reception/switchboard support for break and leave cover or front of house support to the service by greeting visitors, answering the phone and directing queries to appropriate members of the team

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

• Responsible for management of outgoing and incoming post in line with GDPR guidelines (i.e. logging same in database, ensuring distributing incoming post)

• Photocopy and scanning

• 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 not only with 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, Children’s Disability Network Manager, Children’s Services Manager and Director of Service.

Training and Development

• To participate in training programs and other developmental needs as identified by the Children’s Services Manager, Director of Service or Enable Ireland.

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.

To minimise 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 & Procedures, attending all GDPR Training sessions and ensuring personal responsibility for implementing safeguards and measures as directed.

This description is not restrictive and the post holder may be required to carry out other duties as requested by the Director of Services, CDNM and Children’s Services Manager. The post holder may be redeployed to other Enable Ireland adult service units within the Cork area when required.

Terms & Conditions

Responsible to: Children’s Disability Network Manager

Probation: A probationary period of up to 6 months may apply, wherein three probationary meetings will take place to review your performance and suitability for appointment. The company reserves the right to extend the probationary period on an exceptional basis if it is deemed that the extension would be your interest. In any case, this will not exceed a period of 9 months. The probationary period may also be extended to facilitate statutory leave.

Salary: The current salary scale for this post is €26,606 to €42,805 per annum pro rata for less than 12 months service.

Annual leave: Annual leave entitlement is 30 days per annum and proportionately less for less than 12 months service.

Pension scheme: Enable Ireland operates a contributory pension scheme which all staff may join on earlier of 1st July or 1st January following start date.

Medical: The successful candidate may be required to undergo a medical assessment.

Garda Clearance/Police Clearance: These will be required for all prospective staff who 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.

PERSON SPECIFICATION

Qualifications and Experience

• Leaving certificate or equivalent standard of education

• A minimum of 1 years’ relevant secretarial/administrative experience

• Excellent IT skills, including extensive use of and proficiency in the MS Office Suite

• Experience of working with a database software system

• Fluency in the English language (written & verbal)

• Eligible to work in the State

Organisational and Professional Knowledge

• Broad knowledge of Enable Ireland and its’ work

• Knowledge of the ethos, values and model of working within Enable Ireland

• Excellent administrative skills with keen eye for detail and accuracy

• Excellent organisational and time management skills

Core Competencies

Building and maintaining working relationships

The post holder will demonstrate an ability to:

• Display excellent interpersonal skills and demonstrate ability to effectively communicate and build positive relationships with all colleagues and stakeholders.

Planning & organising of activities and resources

Service delivery & initiative

Professional expertise

• Disseminate information appropriately and in a clear manner

• Demonstrate competency in written and verbal communication skills

• Organise workload and work under own initiative with particular emphasis on confidentiality

• Understand the importance of policies and procedures

• Take responsibility for multiple projects at once

• Ability to work under pressure and to meet tight deadlines

• Apply the skills, knowledge and ability to deliver a quality based service on an ongoing basis

• Participate in training as required to ensure work is in line with legal and professional standards

• Sensitive to the issues experienced by Service Users

• Demonstrate a work ethic of the highest standard and maintain those standards in the delivery of services at all times

• Ability to maintain composure in difficult or challenging situations

• Demonstrate an awareness of resource management

• Ability to coordinate workload within a team

• Experience of compiling and analysing service statistics

• Have an awareness and understanding of legislation and professional requirements in order to carry out duties in a compliant manner that meets best practice

Special Aptitudes

• Exhibit excellent problem solving and judgement skills

• Possess a positive attitude and an approachable manner

• Proactive approach to overall performance

• Willingness to embrace service development and change

• Be able to work on own initiative but also as part of a team

• Self-motivated with a responsive and flexible approach to work