Administration Support

Contract Hours: 35 hours per week

Contract Type: 12 months fixed term contract

Reporting to: The post holder will report to the Staff Officer

The successful candidate will provide administrative support for the Children’s Disability Network Team (CDNT) for North Mayo as outlined in the principal duties and responsibilities below.

Enable Ireland delivers services using the Social Model of Disability and, as such, has a wide range of stakeholders with whom strong professional relationships need to be forged and maintained on an ongoing basis. These stakeholders include the HSE and other partners, all of whom will be clearly identified.

In line with employer policies, procedures and best practice standards, the Administrator will:

• Act as the first point of contact for the CDNT, North Mayo. This role is primarily reception-based and requires the desk to be covered during core working hours onsite at CDNT1 Newman Institute, 1st Floor. Duties include greeting visitors, answering and directing telephone calls, taking and forwarding messages, and ensuring all communications are managed promptly and professionally.

• Provide administrative support to the Interdisciplinary Team, including scheduling appointments and clinics, preparing reports and documents, photocopying, laminating, binding, managing group bookings, and coordinating parent training sessions. Maintain and update databases and CDNTIMS systems for the team and service users. Respond to queries and deliver a reception and telephone service. Book clinical and non-clinical rooms and venues as required.

• Organise clinical team meetings as required, including booking venues, preparing and circulating agendas, coordinating client lists in advance of team meetings, and distributing lists to team members. Record and circulate minutes of meetings and follow up on required actions.

• Assist the Network Manager to prepare for case reviews, interdisciplinary team meetings, referral forum meetings, and family forum meetings.

• Maintain records for referrals of Assessment of Needs, liaising with therapists completing reports, the Network Manager, and the Assessment of Needs Officer.

• Assist nominated clerical officer with Health & Safety mandatory training records for the team.

• Source quotations for equipment, supplies, and service contracts; request purchase order numbers and prepare invoices for payment on the Integrated Financial Management System (IFMS).

• Deal with queries and requests for information relating to CDNT and referrals in the network; log and process network referrals on CDNTIMS.

• Manage data by maintaining databases, validating and processing information, and collating, correcting, and analysing data as required.

• Assist nominated administrative support with onsite file archiving as directed, preparing files for archiving and adhering to service retention policies.

• Provide support to Line Manager and undertake other administrative support and assignments as directed.

• Assist in recording minutes of team meetings and setting up agendas as required.

• Set up WebEx and teleconferencing as required.

• Ensure sufficient supplies of equipment to support the network team, including stationery, cleaning, and medical supplies.

• Assist with onsite stock take as directed by the Network Manager and General Manager.

• Organise distribution and tracking of equipment, ensuring deliveries are tracked and managed according to protocol.

• Develop, maintain, and support IT and communication systems within the network, including provision of email and internet facilities.

• Maintain service requests email accounts and input to discipline-specific databases.

• Ensure service users are treated with dignity and respect and act on feedback from service users, reporting as appropriate to Line Manager.

• Support Line Manager in processing and monitoring subject access requests, Freedom of Information requests, complaints, and compliments.

• Identify potential problems or inconsistencies and consult with Line Manager as appropriate.

• Access and manage shared drives, assist with setting up new shared drives, maintain data compliance, update drives as appropriate, and manage user permissions.

• Assist with collation of key performance data as required.

• Assist in project work as required.

• Maintain knowledge of relevant employer policies, procedures, guidelines, and practices to perform the role effectively.

• Maintain working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role, for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards, etc., and comply with associated HSE protocols.

• Cross cover other administrative staff as required within the network, including covering staff duties during leave or travel to Swinford office to cover short-term leave.

• Undertake any other administrative support and assignments as directed.

• Ensure strict compliance with GDPR, including Enable Ireland’s GDPR Policies & Procedures, attending training, and implementing safeguards and measures as directed.

Note: This description is not restrictive, and the post holder may be required to carry out other duties as requested by their Line Manager.

Responsible to: Children’s Disability Network Manager and Staff Officer

Probation: A probationary period of 6 months applies, during which three probationary meetings will take place to review performance and suitability for appointment. The probationary period may be extended or terminated at Enable Ireland’s discretion.

Salary: €27,821 to €45,090 pro rata per annum. This pay scale is subject to increases in 2025 in accordance with the recent WRC agreement for enhanced pay adjustments in Section 39 organisations.

Annual Leave: 30 days per annum pro rata. Less than 12 months service will be proportionally calculated.

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

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

Garda / Police Clearance: Required for all prospective employees undertaking relevant work or activities with children or vulnerable persons.

Sick Pay:

• All periods of sickness exceeding two days must be medically certified. Weekly medical certificates are required thereafter.

• Enable Ireland reserves the right to have employees examined by its own doctor after 3 months continuous sick leave.

• Upon completion of 6 months continuous service, sick pay will be: full pay less social welfare for the first 13 weeks and half pay less social welfare for a further 13 weeks in any 12-month rolling period.

• Previous service tenure on a CDNT managed by Enable Ireland as Lead Agency or inwards secondment qualifies for eligibility for Enable Ireland’s sick pay benefits as outlined in the Enable Ireland Sick Leave Policy.

Redeployment: In exceptional circumstances, the organisation reserves the right to redeploy the employee to an alternative role suitable to their skills and experience.