Join to apply for the Senior Office Administrator role at emeis.
Senior Office Administrator required for The Residence, Portlaoise Nursing Home.
Rate of pay depends on experience. Nursing home experience is an advantage.
General Responsibilities
* 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. Follow up settlement of same using manual records and specialised computer software. Liaise with Head Office to resolve any outstanding issues.
* 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. Minute Taking duties when required.
* Maintain stationery supplies submitting purchase orders when required in line with purchasing policies. Assist with stock takes when required.
* 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
* 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 Homes 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 line.
* Excellent inter-personal skills.
* Excellent organisational 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.
* Bike to work scheme.
* Company events.
* Employee assistance program.
* Food allowance.
* On-site parking.
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.
Job Types: Full-time, Permanent
Pay: From €16.00 per hour
Schedule
* Day shift.
* Monday to Friday.
* No weekends.
Experience
* Nursing home: 1 year (required).
Work Authorisation
* Ireland (required).
Work Location: In person.
Seniority level
* Mid-Senior level.
Employment type
* Full-time.
Job function
* Administrative.
* Industries: Administrative and Support Services.
#J-18808-Ljbffr