Administrative Supervisor

at  Castlebridge Nursing Home

Evergreen Care is a healthcare organisation providing long- and short-term residential care and services. Although our primary focus is older person care, we also cater to other people who are in need of residential care. In December 2020, Evergreen Care welcomed a new management structure and currently operates twelve Nursing Homes nationwide. We offer a fresh perspective in nursing home care in the heart of Ireland communities. Each of our homes focus on creating a kind, caring and happy community for every resident in our care
To deliver our level of excellence in care, we need amazing people. From managers, nurses, and carers to administration, housekeeping and catering, each person plays a vital role in our Evergreen Care community. It’s not just their specialist skills, experience and extraordinary commitment that makes our people special but also their kind and compassionate nature. More than a job, a career with Evergreen Care means you become part of a special community where you can make a real difference to the lives of our residents every day.

COMMUNICATION & INTERPERSONAL SKILLS

• Communicates openly and honestly.
• Shows tact and sensitivity when dealing with delicate or sensitive issues.
• Demonstrates patience when dealing with others.
• Draws on a variety of communication methods to fit the situation or persons cognitive/hearing abilities.

• Communicates effectively in English language, written and spoken, as appropriate to

  the job requirements.

• Demonstrates positive body language.

PROBLEM SOLVING & DECISION MAKING

• Makes timely, intuitive decisions to achieve successful outcome.
• Identifies and uses appropriate sources of information when making decisions.
• Demonstrates common sense when dealing with everyday issues that arise.
• Knows when to ask for help and guidance from Management or colleagues.
  This job description is intended to give the post holder an appreciation of the role envisaged for the post of Administrator Supervisor. Given the nature of the work involved the role is expected to evolve over time. It must be stressed that maximum flexibility is required to work in the nursing home environment and although changes or alterations of the role may occur, they will only be introduced after appropriate notice and training (if required) are given. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder periodically by the PIC.

PURPOSE OF POSITION:

• To support the PIC in her role.
• To review and plan duties for team of administrators.
• To complete audits as per company policy.
• To ensure a smooth running of the administrative department, in respect to work allocation and rostering.
• To ensure that everything you do reflects the privacy, dignity and respect of our residents.
• To greet all visitors to the home in a manner that reflects our mission statement.
  RESPONSIBLE TO: PIC and Nurse on Duty.

ROLE & RESPONSIBILITIES:

• To greet all visitors to the home and ensure the visitors book is signed and any risk assessment documents completed in line with current Public Health guidelines.
• To complete the Administration roster monthly.
• To manage the Administration roster on a weekly basis with regards to absenteeism/sickness and arrange cover when needed.
• To open all company mail and to sort to the relevant departments. To deliver all residents mail as appropriate or give to the Nurse on duty.
• To provide a secretarial support to the HR/PIC and a receptionist role to the home.
• To collect daily newspapers on way into work where there is no delivery option.
• To answer the phones and manage calls as appropriate in a professional and friendly manner. To input all enquiries onto the EpicCare System and all follow ups needed and to close off as necessary.
• To complete such paperwork and / or financial documents as requested by the PIC.
• To manage incoming payments from Residents/Next of kin as per company policy.
• To manage petty cash and card payments as per company policy.
• In line with the Time Point policy, to assist the PIC in completing her HR function by assisting in the on-boarding of all new staff, up-dating and managing the Time Point System and to be responsible daily browser so that it is correct for payroll. To maintain the actual rosters and all other paperwork in line with the Health Act and other relevant legislation and to ensure its storage in the home is line with GDPR requirements. To ensure easy access to such information for the purposes of reference and for relevant inspectors’ examination.
• To assist in the admission (to include notification to HSE/NHSS), transfer, and discharge (to include notifications to HSE/NHSS/Coroner) process of residents. To manage completion of the contracts of care for all new admissions and to report to the PIC or her deputy where gaps exist in the completion of same.
• To assist in the management of new staff and the compiling of their file to ensure compliance with Employment Law. (Electronic and paper) and to update all training into Epic or other platform in use.
• To use the electronic systems in place to their optimum level and to report all cases of poor compliance or breaches in policies and procedures to your line manager.
• To be a Champion for waste reduction in the home and improved recycling throughout the home.
• To seek quotations for items as directed by the PIC/Operations team using the 3 quotes approach.
• To place orders with our various suppliers in line with the correct procedures and to do so with an understanding of good housekeeping and storage management.
• To adhere to the policies laid down by Castlebridge Manor Nursing Home in the best interest of residents and staff.
• To attend compulsory training and any other relevant training or up-dating required in order to fulfil your role to the best standards.
• To develop good communication channels with PIC of the home, residents and their relatives, the HSE and all other stakeholders that have an impact on, or interest in the home.
• To assist residents in their post and telephone requirements. To make residents’ appointments and to book taxis etc.
• To be economical with the utilisation of resources in order that the optimum standard of work and value for money can be achieved, and to encourage other staff to be equally economical with resources.
• To assist in developing and maintaining a ‘home-like’ environment and atmosphere, where the resident is the central figure in all decision making, ensuring that their right to individuality, privacy, dignity, independence and choice is our focus at all times.
• To participate in announced/unannounced visits from the Operations Manager and inspectors from the registration and inspector unit (HSE / HIQA), environment health officer, fire authority and mental health commission if applicable e.g. Provide reports detailing staff training as requested by the PIC
• To comply with any reasonable request from the PIC or her deputy in the best interest of the residents and the company.