Administrator

Location:

Children’s Services West Region

Office base will be initially Corlann Offices, Renmore, Galway.

 

Reporting/Responsible To:

Transport Manager/Children’s Sector Manager/Children Service Coordinator or delegate.

 

Qualifications/Experience/Skills:

·        A recognised qualification in secretarial/administration/ECDL or equivalent is desirable.

·        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.

·        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 Corlann 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 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 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. The candidate will have a base in the Woodlands Campus, Renmore, Galway. The Services are undergoing ongoing changes and due to reorganisation of services, a change in base may occur in the future.

JOB DESCRIPTION

The Corlann 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 for each individual.

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.

·        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.

·        Transport – retain records as required.

·        Maintenance – Liaise and coordinate works with contractors/current suppliers 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 by the services including OLIS, ROS, Vehicle Telematics systems, Kefron, Flex, AIRS, SIMS any other relevant databases relevant to the job.

·        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.

·        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.

·        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.

·        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.