Administrator

Introduction:

The Brothers of Charity Services Ireland is the lead agency for our Children’s Disability Network Team 6. This team provides 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 successful candidate will work with all members of the team 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 Brothers of Charity Services Ireland. This requires a personal commitment to the vision expressed both in words and in style of working. 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.

 

The initial appointment of the role will be based in Newcastle, Galway with potential for relocation to Renmore, Galway over the course of time.

 

Reporting/Responsible To:

Children’s Disability Network 6 Manager or delegate.

 

Qualifications/Experience/Skills:

·        A recognised qualification in secretarial/administration/ECDL or equivalent and proficiency in IT packages is essential.

·        Proficiency and Fluency in English both spoken and written and verbal.

·        3-5 years administrative experience working a busy office environment, managing multi- con-current pieces of work, whilst using computer technology effectively.

·        IT literate with excellent working knowledge of MS Office.

·        Experience of working in a clinical community setting (such as CDNT, GP Practice etc).

·        Organisational skills with accuracy and attention to detail.

·        Maintaining confidentiality is a fundamental requirement.

·        Ability to exercise good judgement discretion and confidentiality.

 

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.

 

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 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.

 

JOB DESCRIPTION

The Brothers of Charity is the lead agency for CDNT6. The CDNT6 model of service is based on Personal Outcome Measures and the National Progressing Disabilities Programme requiring employees to be flexible both in their approach and their working hours to provide quantity service delivery.

 

Specific Conditions

·        Staff should have a positive attitude towards working with children and families with complex needs and help to ensure that they lead as normal and enjoyable a life as possible.

·        Staff should treat each child 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 families and children that we support that are based on respect and equality and that promote independence.

 

Main duties and functions:

·        Provide telephone, and email reception and administration support as required and ensure the Manager and management teams are informed of all matters requiring personal attention.

·        Answering queries from families and members of our CDNT6 Team and external agencies in a helpful and polite manner.

·        Attend meetings and provide administrative support including minute-taking, preparing agendas, circulating reports as required.

·        Daily office management and diary management as required.

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

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

·        Manage and keep records for petty cash.

·        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 maintaining relevant databases to ensure accurate and up to date information on all people supported by the services including OLIS, IMS, NIMS, Kefron, Flex 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 any other relevant databases relevant to the job.

·        Support the CDNT6 with the new IT systems e.g. create accounts for new users.

·        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.

·        Collate data for monthly metrics.

·        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.

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

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

·        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 administrative and accounts 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.

·        Ensure confidentiality in all matters concerning children and their families including the safe storage of reports and records.

·        Ensure the service is operating in line with the Health Information and Quality Authority Regulations and 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.