Administrative/Reception Assistant

Location:

The Brothers of Charity Services Ireland – West Region 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.

We wish to recruit innovative, creative, visionary people who will relish the opportunity to assist in achieving this vision. Candidates need to be flexible and adapt to the needs of particular individual’s they support on a daily basis.

The Role:

The administrative assistant will be involved in the administrative supporting all areas of the Services in Clarin and East Sector Office on a shared capacity.

The successful candidate will work with all members of these Teams to ensure safe, quality and personalised service. The successful candidate 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:

Sector Manager/Area Manager/Service Co Ordinator/Team Leader

Qualifications/Experience/Skills:

• A recognised qualification in Business Management, Business Administration, Secretarial Administration or equivalent.
• 3-5 years’ experience as administration support to a management role.
• Maintaining confidentiality is a fundamental requirement of the role.
• Willingness to assume responsibility, ownership and accountability.
• IT literate with excellent working knowledge of MS Office to include advanced level skills in Outlook, Word and PowerPoint and at least intermediate level skills in Excel.
• Ability to prioritise and handle multiple tasks simultaneously and meet deadlines.
• Experience of working with people with disabilities is an advantage.
• Excellent communication skills both written and verbal.
• Excellent Diary and Inbox Management skills.
• Excellent minute taking skills and presentation of letters emails etc.
• An ability to work within a team environment and be self-motivated.
• Full Clean Driver’s Licence

Working Hours:

35 hours per week based on a 5 day roster. Flexibility in relation to your hours of work will be required in order to meet service needs. The Brothers of Charity model of service is based on Personal Outcome Measures requiring employees to be flexible in their working hours to provide a quality service delivery for each individual.

Annual Leave:

26 days per annum

Remuneration:

Department of Health Grade IV (Clerical) salary scale (1/8/25) - € 35,609 x 9 increments - 51,718 (Max) per annum.

LSI 1 € 53,296 per annum is payable after 3 years on the maximum of the scale.

LSI 2 € 54,914 per annum is payable after a further 3 years.

Tenure:

This post is Temporary full-time and pensionable on a fixed term contract for 1 year.

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. The candidate will have a base in the Clarin offices in Clarinbridge

JOB DESCRIPTION

The Brothers of Charity 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 the independence.

Main duties and functions:

• Provide telephone/reception services as required and ensure the Sector and Area Manager and Service Coordinator are informed of all matters requiring personal attention.
• Welcome all visitors to Kilcornan in a courteous and friendly manner
• Assist visitors and ensure they are directed to the correct offices or meeting rooms
• Take incoming calls and forward to relevant extension within the Kilcornan building
• Daily office management for these Service areas.
• Co-ordinate Conference room bookings.
• Become familiar and carry out all the accounting processes and procedures as required – Invoices/Visas/Accounts payable/Banking/Ordering/Vat Returns/ using systems such as Kefron.
• Provide administrative support to the sector office and residential and day service teams as required.
• Support staff when required including over leave periods.
• Input Timesheets for staff members in a timely manner to enable the wages office to process payroll, as required. Ensure that hours entered by staff, premia payments claimed and amendments to past time sheets are appropriate to the staff grade including the processing of any back pay adjustments as required.
• Respond to all queries relating to timesheets from staff.
• Manage staff annual leave/travel expenses/sick leave records and associated database SIMS.
• Issue receipts and prepare lodgements weekly for all incoming funding.
• Manage and keep records for petty cash.

• Transport – responsible for all related records of Services of Buses within the Service Area. Collate and update vehicle database ,Collate staff drivers’ licences and annual insurance forms

• Arrange driving assessments for new employees with relevant instructor or through bus driver

• NCT and motor tax for Clarin vehicles
• File vehicle checks and notify managers of any issue flagged
• Fuel cards – check the receipts, order new cards

• Arrange Parking permits applications and renewals
• Maintenance – Liaise and coordinate works with maintenance staff as required
• Link with outside contractors and Services
• Become familiar with the various databases in use within the Organisation i.e. OLIS, AIRS, Flex, Transac, databases, update Personal Outcomes and keeping all these up to date.
• Complete returns as required for external agencies such as HSE

• Co-operate with other departments working for the benefit of people supported and providers.
• 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.
• Provide Reception cover in Kilcornan as required.
• Attend Management meetings and record and circulate the minutes from these meetings to appropriate personnel.
• Provide Administrative Support to working committees and external Boards of Directors as required.
• Become familiar with and operate within the current policies and procedures of the Service in all aspects of work.
• Be familiar with and operate organisational databases as required.
• Provide access to files for research purposes, appointments and reviews, to relevant staff as required,
• Provide cover during the leave of colleagues and undertake other relevant duties as required.
• Assist in the sourcing and ordering of equipment for the Service when appropriate.

·        Be aware of and become familiar with fire drill procedures within the Centre, i.e. calling emergency services, fire detection, evacuation and firefighting and to participate in in-service fire training as required.

·        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.

·        Co-operate with new technological advances in relation to administrative and accounts procedures.

·        Avail of all training made available to ensure effective computerisation operates in Programme Administration.

·        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 the Health Information and Quality Authority Regulations & Standards (HIQA) 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.