Location: On site / Co. Kildare, Ireland
Job type:
Permanent / Part-Time
Sector and subsector: Office Support | Office Administration
Annual Salary Range: from € 33,051.00 to € 44,466.00
Community Administrator – Camphill Community of Ireland Grangebeg
Purpose of Post
The primary purpose of this role is to ensure the post holder will provide a professional administrative service in support of a range of activities within Camphill Community and support the management team. They will be responsible for Financial, Payroll, HR, Training and ancillary activities.
Key Responsibilities
1. Financial
o Petty cash management for all departments across the community
o Purchase management / preparation for approval by PIC
o Purchase order system / uploading invoicing to national system/ planning purchases against budget.
o Monthly reconciling of Community Members with Support Needs (CMSN) accounts in strict adherence to company policy and procedure
o Maintaining relationships with customers and suppliers and dealing with queries
2. HR functions:
o Responsible for recruitment and advertising of vacancies through the Occupop System
o Support in shortlisting and arranging interviews for potential candidates
o Responsible for onboarding of all new staff in strict adherence to company policy and procedure.
o Complete and maintain all Personnel and HR files for all staff including agency staff
o Responsible for the Garda vetting for all staff and the renewal of same
o Responsible for keeping the HR database (TMS) and employee information systems up to date to ensure data integrity and quality
o Managing leave, following up on all HR functions of recruitment, recording and following up on sick leave, statutory leave etc.
o Ensure all staff supervisions are on file
o Ensure all staff probationary reports are on file
o Ensure return to work interviews are conducted and on file
o Track the induction process and ensure on file for all staff
o Management of schedule 2 HIQA file requirements
o Responsible for organising and recording of all staff mandatory training
o Audit of HR files.
o Support to HR processes – TIC / Disciplinaries.
o Support to STVs, local support to new arrivals, and on-going ref health, travel.
o Maintenance of staff data base in line with GDPR regulations
3. Payroll & Rosters
o Proficiency in Payroll software to ensure that staff have correct details within the TMS system
o Preparation of fortnightly payroll and submission of weekly time and attendance details to Payroll department
o Management of resolving payroll discrepancies and queries
o Assist with staff rota’s and rosters
o Assist with the review of rosters and planned agency use
o Arrange cover for rosters gaps
4. Other duties
o Work as part of a team ensuring all tasks are completed efficiently and to the highest standard
o Coordinate the reception area of the Community efficiently
o Managing incoming calls, messages, ensuring records are filed as appropriate in hard copy and/or electronic versions
o Attendance at meetings and minute taking
o Support the completion of reports, returns and Notifications to HIQA HSE and CCoI
o Ensure the Directory of Residents is maintained and updated
o Supporting the rollout of fundraising, open days, and community festivals and cultural events
o Point of contact for day to day management.
o Ensuring all maintenance requests are approved by PIC and uploaded to Affinity System
o Support to community in appointments with GP, and other clinical appointments – support for transport for same.
o Maintain driver files, vehicle records and order toll tags
o Overseeing transport management and maintenance records.
o Community connector – key relational person in building local connections for the community.
o Assist the Person in Charge with all administration to ensure an efficient system of tracking all residents from referral to discharge.
o Provide activity reports to National Office, as required.
o Maintain records of all residents for future reference.
o Assist in the production of reports when requested by Head of Services.
o HIQA documentation, scanning, sending, recording and filing.
o Be responsible for the efficient organisation of office procedures, including ordering of stationery, maintenance of office equipment etc
o Any other duties which may be assigned by time to time by the PIC or designate
Qualifications, Knowledge & Experience
* Minimum leaving certificate required
* Third Level or Business Administration course desirable
* At least 1 years’ experience working in an administrative capacity
* Strong accuracy and attention to detail; good organisational and analytical skills; good working knowledge of Microsoft Word and Excel, SharePoint, OneDrive and other Office software
* Excellent interpersonal skills – approachability, friendly manner, active listener. Respectful of confidentiality
* Be a positive, organized individual who is reliable and self-motivated
* Demonstrate a flexible and adaptable approach to meeting the objectives of the job and respond to changing needs
What we offer:
* Competitive salary
* Pay scales
* Career progression opportunities
* Work/life balance
* Paid annual leave
* Refer a friend scheme
* Employee Assist Programme offering advice and counselling
* Death in Service Benefit
* Paid mandatory training
* Paid travel expenses
Details of the Role:
Salary Scale: Grade 3 (Scale €33,051- to €44,466) Per annum (based on a 40 hour week)
Location: Grangebeg Camphill Community, Dunlavin, Co Kildare
Contract: Permanent – Part time 28 hours
Closing date: 10th January 2025
Please note all posts are subject to Garda Vetting relevant Police check for any country of residence of over 6 months from age of 18 and reference checking.
Camphill is an equal opportunities employer
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