Administrator

Roles & Responsibilities:

General Administration:

• Secretarial support, answering phones, greeting visitors, answering queries, and providing information to team members, residents and families as required.

• Provide administrative support to the DON/ADON extending to entire department as directed.

• Maintain up-to-date records.

• Keep database updated with admissions, discharges and personal information. 

• Dealing with all correspondence, emails, calls, reporting etc.

• Maintain and update accurate records of all incidents pertaining to Residents.

• Coordinating with DON/Head office relating to HR, Accounts receivable, Accounts payable and administration aspects.

• Procurement – Maintaining records for equipment, stationery and other supplies and placing purchase orders as required.

• Filing and maintaining records including supporting with HIQA compliance, policies and procedures, statutory files and records. Coordinate with Head Office where required.

• Nursing home specific duties as required

• Other regular/Ad hoc duties as required.

Human Resources and Payroll:

• New Hire Pack - Print and supply to new starters to sign. Add new starter to HR Software.

• Onboarding all new employees on HR software, ensuring that all personal files are complete in compliance with HIQA standards.

• Schedule induction with the DON for all new starters. Complete and ensure that Inductions forms are signed and uploaded to the employee personal folder on HR software.

• Ensure 3-month and 6-month probation review is scheduled with the DON for each new employee.

• Manage time and attendance records on HR software for all team members in the Care Centre, including timesheets, rosters, annual leave, sick leave and training hours.  Ensure all applications have been submitted and upload to HR software. Update if required with approval of DON/ADON.

• Notes to payroll to prepare for each pay period. With approval from DON, email to Head office Payroll administrator.

• Download, print, submit Fusion Timesheets VS rota report to DON

• Forward duly filled-in and authorised Arrears forms/ Compassionate leave forms/other documents relevant to payroll

• Other regular/Ad hoc duties as required.

Finance:

• Matching delivery dockets with invoices, ensuring quantities and prices are correct, passing to DON for authorisation and sending to Head Office. File and maintain records accordingly.

• Maintain up to dare Resident records – Contracts/ funding approvals/ Admissions/ Absences/ Discharges/ RIP’s/ HSE/ Pensions/ GP/ Pharmacy/ Medical cards.

• All Billable extras to charge to residents in Epiccare (ex: News papers, Hair dressing, Chiropody, Continence wear, cigarettes, personal clothes, equipment, etc.,)

• Scan and upload all documents to EpicCare as required.

• Administer Admissions documentation in line with the group policy along with ensuring all forms are completed prior to any resident admission. Uploading of these forms to Epiccare.

• Make sure residents clear their outstandings before their discharge – Follow up with Accounts receivable team for Respite/ Sort term / Long term residents’ invoices.

• Email Head office / GP/ Pharmacy on residents Admission/ Discharge/ RIP.

• Enter all Petty cash transactions in Fusion and keep receipts for petty cash recon.

• Lodgements - Receiving, recording, and lodging cash/ Cheques/ Bank Drafts/ Card machine and email to accounts receivable.

• Other regular/Ad hoc duties as required.

HSE:

• Liaising with the HSE as required - Admission confirmations/Absences/Discharges /RIP/Fair deal letters/ HSE remittances.

• Support DON and centre as required.

• Informing the HSE of any Discharges/Deaths within the Home within a 24 hour period.

Key Competencies:

• Experience of/with people with additional and/or complex needs

• Excellent organisational skills, self-motivated and self-starter

• Excellent verbal, communication and IT skills

• Willingness to learn and work as part of a multi departmental team

• Dedicated, reliability and flexible approach to work

• Ability to set high personal standards of performance and delivery of desired results

• Excellent problem solving and decision-making skills

• Ability to work on your own initiative

• Responsible and mature approach to work