Senior Office Administrator required for The Residence, Portlaoise Nursing Home.
Rate of pay depends on experience.
Nursing home experience is an advantage.
GENERAL RESPONSIBILITIES:
Administration (Finance/Payroll/HR etc.):
* Managing resident listings.
* Supporting the follow-up on overdue balances from residents.
* Invoice management.
* Vendor setup.
* Processing invoices for approval and payment.
* Check Ivalua (purchase order system) for receipts.
* Processing payment runs for vendors.
* Statement reconciliation.
* Month-end reporting.
* Query resolution.
* Prepare and issue regular Management Reports within the prescribed timescales.
* Ensure accuracy and timely reporting of Payroll details to Head Office.
* Maintain Staff attendance records and ensure accuracy of daily rota.
* Ensure Time Point and Epiccare are updated with all relevant information on a daily basis.
* Assist management with all aspects of the recruitment process for new staff and ensure all onboarding documentation is fully complete and filed appropriately.
* Manage and record all staff absences and leaves on the system and ensure all relevant paperwork is in order.
* Assist management with the preparation of paperwork for probation and performance management reviews and ensure all reviews are completed at the required intervals.
* Maintain complete files for Residents and Staff Members in line with the Company’s policies and procedures and H.I.Q.A. standards and regulations.
* Process receipts of monies against Residents’ accounts. Maintain records clearly recording all cash transactions and organising lodgements in a safe and secure manner.
* Prepare and submit relevant Resident financial information to Head Office to ensure that invoices to Residents, the H.S.E. or persons so responsible are produced accurately and promptly.
* Provide administrative / secretarial support to the Home Manager e.g. typing, filing, dealing with correspondence etc., within given timescales.
* Maintain stationery supplies submitting purchase orders when required in line with purchasing policies.
* Order and maintain records of Staff Members’ uniforms, Key Fobs, Name Badges etc.
* Facilitate the Purchasing Manager and Nurse Home Manager in providing required information to maximize price efficiencies and minimise costs.
Management of resident accounts, including the following:
* Ensure residents listing is updated daily, including updating of changes in residents rates or terms (e.g. fair deal, etc.), allocation of resident funds against accounts, etc.
* Managing resident queries around statement balances, etc.
* Ensuring debtors management is under control, including following up with any resident balances that are overdue for payment.
* Issuing final accounts upon discharge/passing of a resident, to include refunds where applicable.
* Liaising with solicitors where necessary in regards to resident accounts.
* Liaise with pharmacies where required in regards to resident accounts.
* Maintain clear records for all residents, including recording of all cash transactions and organising lodgements in a safe and secure manner.
* Prepare and submit relevant resident financial information to the Head Office Account to ensure that invoices to residents, HSE, etc. are produced accurately and promptly.
* Maintain an accurate record of all money held in site safe on a daily basis and reconcile same on a weekly basis.
Reception (as required):
* Answer incoming telephone calls, determine the purpose of the callers, forward call to appropriate personnel and departments.
* Greet visitors and guests professionally, determine the nature and purpose of the visit, direct and escort the visitors/guests to the appropriate destination or waiting rooms.
* Monitor visitors/guests access.
* Collect, sort, distribute and prepare correspondence, mail, messages and courier deliveries.
* Schedule appointments.
* Provide a PA service to the Director of Nursing.
Marketing:
* Actively market the Nursing Home and promote a positive personal/professional profile within the local community, ensuring the good reputation of the Nursing Home at all times.
* Show Visitors round the Nursing Home, in the absence of the Home Manager.
* Prepare and display information leaflets and posters, send out brochures etc. as and when required.
Training & Development:
* Attend mandatory training days/courses, on or off site, as and when required and take responsibility for the record keeping of all training within the Nursing Home in a method agreed with the Training Manager and the Nurse Home Manager.
* Maintain standards of professional knowledge and competence.
Health & Safety:
* Report immediately to the Home Manager, or Person in Charge, any illness of an infectious nature or accident incurred by a Resident, colleague, self or another.
* Understand and ensure the implementation of the Nursing Home’s Health and Safety policy, and Emergency and Fire procedures.
* Report to the Home Manager, or the Maintenance Operative, any faulty appliances, damaged furniture, equipment or any potential hazard.
* Promote safe working practice in the Nursing Home.
General:
* Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
* Notify the Nursing Home Manager and Office Manager, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
* Ensure the security of the Nursing Home is maintained at all times.
* Adhere to all Company policies and procedures within the defined timescales.
* Ensure all equipment is clean and well maintained.
* Maintain all filing in a tidy, easily accessible and organized manner.
* Carry out any other tasks that may be reasonably assigned to you.
SKILLS
* Positive and compassionate attitude.
* Ability to work in a high productivity environment.
* Excellent communication skills to communicate with residents, staff, and visitors.
* Ability to answer multi-phone lines.
* Excellent inter-personal skills.
* Excellent organizational and multi-tasking skills.
* An ability to work on own initiative and to take ownership of the role.
* Proficiency in all aspects of Microsoft Office.
* Team player.
BENEFITS
* Comprehensive induction training provided.
* Employee incentives & support.
* Refer a friend bonus.
REQUIREMENTS
* 3 years+ previous reception/administrative experience.
* Leaving Certificate standard of education is essential and ideally a further post leaving certificate qualification in reception duties.
INDH
Job Types: Full-time, Permanent
Pay: From €16.00 per hour
Benefits:
* Bike to work scheme.
* Company events.
* Employee assistance program.
* Food allowance.
* On-site parking.
Schedule:
* Day shift.
* Monday to Friday.
* No weekends.
Experience:
* Nursing home: 1 year (required).
Work authorisation:
* Ireland (required).
Work Location:
* In person.
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