Reporting to: Director of Nursing
Responsibilities of the role:
The Receptionist/Administrator assists the company managing daily office operations, communications, and office scheduling for company.
Hours of Work: Shifts are to include four 10-hour shifts per week Monday to Sunday on a shift work basis. Shift times may change to suit the needs of the home. Current Shift time is 10am – 8pm, any changes are to be discussed and agreed with Management.
Reception/Administrator Role:
 Manage a busy reception area
 Be the first point of contact of the home
 Greet visitors and callers and handle their inquiries and direct them to appropriate individuals
 Book taxis for staff and residents
 Book and manage residents’ visits
 Handle mails and parcels to appropriate individuals/departments
 Handling/organizing petty cash
 Data organization & upkeep, and miscellaneous tasks as required
 Ordering of Supplies, and Stock management
 Assisting various departments on a daily basis
 Handling Cash, Card and Cheque payments in accordance to company policies
 Issuing invoices and receipts and documenting on VCare
 Updating and distribution of various company documents and files
 Archiving of files and recording of the same
 Attending and note taking of various meetings
 Managing ad hoc requests and administrative tasks
 Auditing compliance documents and compiling reports
 Archiving Medical Records
 Administer staff documentation, such as staff database, starter packs, contracts and training certificates, ensuring that is accurate and complies with Irish legislation
 Organize and book staff training and keep Matrix up to date
 Creating staff files upon receipt from HR department, and filing in correct locations (digitally and physically)
 Updating training matrix and organizing training where required
 Contacting training providers and confirming training dates
 Issuing of uniforms to new starters
 Following up with new starters for contracts, job descriptions and paperwork, and filing as required
 Keep roster updated on Time Point  Responsible for keeping and maintaining invoices
 Liaise with Maintenance Manager with documentations and products quotations
 Upload maintenance receipts on Xero for accounts department
 Keep Fire Risk Assessments across the group up to date in the share drive
 Documenting Health and Safety issues and recording
 Admin duties of admissions and discharges on VCare including contracts of care, viewings and enquiries, admission and discharge notifications to HSE/ TCB.
 Timepoint registration and payroll duties, liaise with payroll officer.
Personal Attributes The Administrator must be very organised, excellent time management, attention to detail, be kind and welcoming to staff, residents’ families and visitors. Professional, smart dress code is required.
Note: This job description will be reviewed and updated in line with the needs of the home.
Job Types: Full-time, Permanent

Benefits:

• Food allowance
• On-site parking

Schedule:

• Day shift

Application question(s):

• Are you currently living in Ireland?

Work Location: In perso

Please refer the Job description for details