Clarecare is a professional accredited social enterprise with charitable status, providing a range of person-centred services for over 57 years to individuals and families in Co. Clare.
Current services include Family Support, Older Person Services and Bushypark Residential Addiction Treatment Centre.
Clarecare's headquarters are based in Ennis with local offices in Bushypark, Shannon, Kilrush, Killaloe and Ennistymon.
Further information is available on www.clarecare.ie www.bushypark.ie Our Vision: is to be the trusted quality care provider within our communities by supporting individuals and families to reach their full potential.
Our Mission: is to provide person-centred services to individuals and families within our communities.
Our Core Values: Collaborate Accountability Respect Empathy Trust JOB DESCRIPTION TITLE: Administration Assistant - Family Support Service Part-time role x 2.5 days per week ROLE OBJECTIVE : To provide efficient and effective general administration support to the Family Support Service by performing a variety of general administration tasks.
A core role of the position is to support the inputting and reporting of referral data on the Family support service data management system called One Touch.
ROLE STATUS : This is a part time, permanent role of 2.5 days per week, subject to a probationary period of 6 months duration.
JOB RELATIONS: This role will report to the designated Family Support Service Team Leader in conjunction with the Family Support Service Manager and the successful candidate will be an integral member of the Family Support Service team in Clarecare.
JOB LOCATION: The office base for this part-time, permanent position will be Clarecare, Harmony Row, Ennis. This is an on-site role - remote/hybrid working does not apply. You may, if required, be assigned by the Family Support Service Manager or designate; to the organisation's other places of business/centre locations.
You will be given as much notice of any such change of place of work as is reasonably practicable. You may be required to travel to other Centre locations on an adhoc basis as part of your work.
DAYS/HOURS OF WORK: Ideally Tuesday (9.30 a.m. - 5.00pm), Wednesday (9.30 a.m. - 5.00pm) and Thursday morning from 9.30 a.m. - 1pm. You are required to be flexible regarding your work hours/work days to ensure operational requirements are met.
ANNUAL LEAVE ENTITLEMENT: Yearly Annual Leave entitlement is 13 days per full leave year (Jan-Dec) for full-time staff. This entitlement excludes Public Holidays entitlement.
RESPONSIBILITIES OF THE POSITION: General Responsibilities: To be accountable to the designated Family Support Team Leader in conjunction with the Family Support Service Manager.
To adhere to the Clarecare policies and procedures in relation to all work with Clarecare.
To maintain files in accordance with the Clarecare standards in order to ensure that good record keeping practices are in place.
To work as part of the Clarecare Family Support team and the wider Clarecare Structure.
To support the work of staff, volunteers, students and others involved in Clarecare.
To attend all mandatory and CPD training as required by the Family Support Manager and broader Clarecare requirements.
To attend meetings with the designated Family Support Team Leader / Family Support Service Manager To maintain professional boundaries in all work and be flexible in the role based on operational requirements.
To maintain confidentiality in all aspects of your work.
To carry out any other relevant duties as assigned.
Specific Responsibilities: Input and Update Family Support Service referral data on One Touch data management system.
Create and collate data reports from One Touch data management system.
Assist the designated Line Manager with statistical reports for the Family Support service ensuring accuracy of data.
Assist the designated Line Manager with the development and improvement of the quality of Family support data, which is required as part of service review and planning. Provide administration support to Family Support Service staff as required, to include typing, financial reports, raising and tracking purchase orders using SmartOffice and accurate & effective minute-taking at Service Meetings.
Design presentations/brochures/booklets/leaflets/posters for the Family Support service as required using Canva/Publisher, etc.
To undertake any other relevant duties that may be requested by your Line Manager.
To be flexible and adaptable in one's approach to work with the Family Support Services Management team, clients and staff.
To respond in a professional, efficient and appropriate manner to all communications.
To contribute to research, audit, review and evaluation of the Family Support Service.
Assist in the organisation of training events, workshops, etc.
Provide cover for other administration staff including reception cover when required, and assist with parenting administration work as required.
Contribute towards effective team work within the Family Support Service & broader Clarecare structure.
To undertake any other relevant duties that may be requested by your Line Manager.
REQUIREMENTS/QUALIFICATIONS FOR THE POSITION Essential Requirements: Minimum of 2 years general administration experience gained in a busy work environment.
Proficiency in Microsoft Office (Work, Excel, Outlook, PowerPoint, Forms, Publisher).
Experience of using Canva or other graphic design platforms/apps or One Touch IT system/app or other data management system would be a distinct advantage.
Excellent typing skills and attention to detail, to devise professional documents, format reports, take minutes of meetings, reports, forms etc and distribute to relevant personnel.
Ability to follow-through on tasks, duties and responsibilities.
Have obtained such a standard of education as to enable them discharge the duties of the post satisfactorily.
Effective problem-solving skills and ability to see the broader picture.
Well-developed & effective phone, email and communication skills (verbal & written).
Excellent communication and interpersonal skills with high attention to detail and a keen interest in accuracy of your work.
Self-motivated with a professional "can do" attitude.
The ability to stay calm under pressure and use your own initiative and work as part of a team.
Capable of multi-tasking with high level organisational skills, time management skills and the ability to prioritise tasks and meet deadlines.
Ability to maintain the principles of confidentiality in all areas of your work.
A positive 'fit to work' medical.
Positive Garda vetting disclosure via Clarecare.
Two positive written employment references, from your current & most recent employer.
Full clean driving licence with use of car, together with personal indemnity insurance to Clarecare.
Desirable Secretarial/Administration Qualification.
Interest in working in the area of Family Support services.
A knowledge of the philosophy and ethos of Clarecare and /or knowledge of social services sector Benefits: Salary on offer for this part-time permanent position is up to max €15,795 gross pa or €16.20 gross per hour worked commensurate with relevant experience.
13 days annual leave per annum per full leave year, excluding Public Holidays.
Free access to Employee Assistance Programme Services via VHI.
Defined Contribution Pension Scheme Membership (5-8% of gross salary member contributions matched by Clarecare) and Death In Service Benefits ( x 4 times gross salary) on successful completion of probation (6 months duration).
Payroll deduction facility for Health Insurance cover with VHI or LAYA.
Cycle to Work Scheme.
Access to the full benefits of Clarecare's Sick Pay Scheme on successful completion of probation (6 months duration).
Access to Clarecare's Wellness Programmes.
NOTE: The foregoing contains an outline of the main duties and cannot be complete.
Tasks may arise which may not appear to fall within this job description.
You will be required to respond flexibly when adhoc tasks arise which are not specifically covered in this job description.
This includes additional duties which may arise from an operational perspective/best practice or from future legislation affecting the Charities sector.