Administrative Assistant

Introduction:

Corlann West provide a community based, person centred service focusing on the needs and abilities of children and adults with intellectual disabilities. The vision of the service is to support people with intellectual disabilities to achieve a full and valued life in their community, in line with best practice both nationally and internationally. Working in partnership with each person supported by services, and their family and communities, we aim to create opportunities for people supported by services to have ordinary life experiences and to be closely connected to family and friends. We are committed to supporting people to live a life of their choosing, and the provision of quality services to meet the needs of the people we support.

Location and Role:

The post is based across the Regional office in Roscommon and The Area office in Monksland Athlone.

The person will be involved in the administrative support for all areas of Rindoon Services (Athlone, Kilteevan, Roscommon Town Areas). The administrative assistant will work with all members of Corlann Teams to ensure safe, quality and personalised service. The post-holder will be required to have an understanding and respect for working in accordance with the mission and ethos of the Corlann. This requires a personal commitment to the vision expressed both in words and in style of working. The post-holder will also be expected to respond to all queries for service provision and forward them on to the relevant staff member as appropriate.

Reporting/Responsible To:

Area Manager or delegate

Qualifications/Experience/Skills:

 A recognised qualification in secretarial/administration and proficiency in IT packages is essential.

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

 Excellent communication skills both written and verbal

 Organisational skills with accuracy and attention to detail.

 Ability to exercise good judgement discretion and confidentiality

 Ability to work in cooperation with others in a team environment.

 Experience of working with people with disabilities is an advantage.

Working Hours:

70 hours per fortnight rostered on a 5-day Monday to Friday basis. Flexibility in relation to your hours of work will be required in order to meet service needs. Contracted hours of work may change between the hours of 8 a.m. and 8 p.m. over 7 days as future service needs require. Flexibility may be required in order to meet Service demands.

Annual Leave:

26 days per annum.

Remuneration:

Department of Health Grade IV salary scale (01/06/26) - € 36,470 x 9 increments - € 52,757 (Max) per annum.

LSI 1 € 54,367 per annum is payable after 3 years on the maximum of the scale. LSI 2 € 56,018 per annum pro rata 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.

JOB DESCRIPTION

Corlann’s 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 independence.

Main duties and functions:

• Provide telephone/reception and administration supports as required and ensure the Area Manager and their management team are informed of all matters requiring personal attention.

• Daily office management and diary management as required.

• Co-ordinate any room bookings, local training as required.

• Become familiar with the accounting processes and procedures as required – Invoices/Visas/Accounts payable/Banking/Ordering/Vat Returns and all IT packages associated with these.

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

• Input Timesheets for staff members in a timely manner to enable the wages office to process payroll, as required.

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

• Assist with rosters as required.

• Coordinate staff training for the area in conjunction with managers and the Quality Enhancement & Development department.

• Provide administrative support with all templates, surveys, queries on Roscommon Services as required by the management team.

• Manage and keep records for petty cash. Issue receipts and prepare lodgements for all incoming funding.

• Transport – retain records as required.

• Maintenance – Liaise and coordinate works with maintenance as required and link with outside contractors and services if required.

• Responsibility for supporting the provision of relevant reports, statistics, KPIs, Quantum of Service, RSSMACC to key stakeholders.

• Responsibility for maintaining relevant databases to ensure accurate and up to date information on all people supported by Corlann, including OLIS in order to comply with statutory and non-statutory requirements.

• Become familiar with and operate the various databases in use within the organisation i.e., OLIS, AIRS, Flex, Transac, Kefron, SIMS, Personal Outcome Measures and keep all up to-date.

• Co-operate with other departments working for the benefit of people supported and providers, i.e., Quality Enhancement & Development, Finance, HR and all multidisciplinary departments.

• 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.

• Provision of administrative support and the relative reports and statistics for the Human Rights Review Committee within the Roscommon Services

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

• Support staff when required including over leave periods. Be prepared to cover for leave for other administration staff in the Roscommon Services and travel to other bases, if required.

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

• 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. Be aware of and become familiar with fire drill procedures within the Centre, i.e., calling emergency services, fire detection, evacuation, etc.

• Co-operate with new technological advances in relation to service procedures.

• Attend all mandatory and service essential training as required, and avail of all other organisational training to enhance knowledge of the organisation and your skills to ensure that the role is carried out in an effective and efficient manner. Highlight any training needs to the area manager/training department.

• 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 all statutory and organisational requirements 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.