Nursing Home & HR Administrator

at  Castlebridge Nursing Home

PURPOSE OF POSITION:

• To support the PIC in her/his role.
• 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.
• To complete all HR and recruitment functions including all overseas staff with approval of the HR partner to ensure company compliance with legislation and best practice.
  RESPONSIBLE TO; PIC and Nurse on Duty

PRINCIPAL DUTIES AND RESPONSIBILITIES.

• To provide a secretarial support to the PIC as a receptionist, HR/Recruitment administrator role to the home.
• Ensure strict adherence to all HR-related aspects in compliance with Irish employment laws. The post holder reports to the HR Partner for all aspects of HRM, however, she should not need to seek guidance / instructions on what to do, but rather to present the situation, present the planned actions, and then obtain written approval from your HR Partner.
• Collaborate in the formulation and execution of HR policies and procedures that align with the legislative requirements of the Republic of Ireland’s employment regulations.
• Maintain the accuracy and security of all employee-related data while ensuring full compliance with the Data Protection Act.
• Serve as the primary point of contact for daily HR inquiries, consistently delivering a high standard of service to site management teams and employees as needed.
• Prepare employment letters, contracts, and all Schedule 2 documentation as required.
• Provide support to the PIC in all aspects of the recruitment process, including posting job openings, sourcing candidates, pre-screening, scheduling interviews, conducting reference checks, extending offers, and facilitating onboarding for both local and international recruitment.
• Assist overseas employees with their applications and registration with the NMBI and Immigration Department, from interview to selection to visa / permit application and processing. As well as the correct management of IR issues with written agreement from your HR Partner ensuring a 2-check system to protect staff and the company.
• Conduct a training needs analysis in conjunction with the PIC and contribute to the annual training plan.
• Develop, implement, review, and update all induction training, and development materials, including policies, procedures, and induction booklets.
• 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 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 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 be economic 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 economic with resources.
• 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.
• To manage the staff houses currently in Middletown House Nursing Home and Castlebridge Manor Nursing Home.
• To conduct regular staff house inspections, accompanied by the maintenance man from each home – to ensure that the pr are being kept as per the license agreement.
• To liaise with maintenance and facilities as necessary to facilitate the repair and upkeep of the premises.
• To liaise with external landlords as deemed necessary.
• To be a point of contact for the staff living in the homes, to arrange inspections and repairs.
• To maintain and document reports and photos of the inspections and any follow up tasks as they arise for each property.
• To be responsible for generating invoices for staff house occupants for all services/repairs/replacement in line with company policy.
• To ensure prompt and full payment of invoices issues to staff house occupants.
• To ensure that all payments received are documented, receipted and provided to accounts receivable.