CCOI Administrator Role in Dingle, Co. Kerry - Part-Time Permanent Position
Purpose of the Role
The primary objective of this position is to provide a professional administrative support service for various activities within Camphill Community and assist the management team.
The role entails Financial, Payroll, HR, Training, and ancillary responsibilities.
Key Responsibilities
Financial Duties:
The principal duties and responsibilities of this role include but are not limited to:
* Petty cash management across all departments within the community
* Purchase management/preparation for approval by PIC
* Purchase order system/invoicing to national system/planning purchases against budget
* Monthly reconciliation of Community Members with Support Needs (CMSN) accounts according to company policy and procedure
* Maintaining relationships with customers and suppliers, and addressing queries
HR Functions:
The role involves:
* Responsible for recruitment and advertising of vacancies through the Occupop System
* Support in shortlisting and arranging interviews for potential candidates
* Onboarding of all new staff in strict adherence to company policy and procedure
* Maintenance of Personnel and HR files for all staff, including agency staff
* Responsible for Garda vetting for all staff and the renewal of same
* Updating the HR database (TMS) and employee information systems to ensure data integrity and quality
* Managing leave, following up on HR functions of recruitment, recording and following up on sick leave, statutory leave etc.
* Ensuring all staff supervisions are on file
* Ensuring all staff probationary reports are on file
* Conducting return to work interviews and keeping records
* Tracking the induction process and ensuring records are kept for all staff
* Management of schedule 2 HIQA file requirements
* Organising and recording of all staff mandatory training
* Audit of HR files
* Support to HR processes - TIC/Disciplinaries
* Support to STVs, local support to new arrivals, and ongoing health/travel referrals
* Maintenance of staff database in line with GDPR regulations
Payroll & Rosters:
The role involves:
* Proficiency in Payroll software to ensure accurate staff details within the TMS system
* Preparation of fortnightly payroll and submission of weekly time and attendance details to the Payroll department
* Resolution of payroll discrepancies and queries
* Assistance with staff rota's and rosters
* Review of rosters and planned agency use
* Arranging cover for roster gaps
Other Duties:
The role includes:
* Working as part of a team to complete tasks efficiently and to a high standard
* Coordinating the reception area of the Community
* Managing incoming calls, messages, and ensuring records are filed appropriately
* Attendance at meetings and minute-taking
* Supporting the completion of reports, returns, and notifications to HIQA, HSE, and CCoI
* Maintenance of the Directory of Residents
* Supporting fundraising, open days, community festivals, and cultural events
* Point of contact for day-to-day management
* Approval and uploading of maintenance requests to the Affinity System
* Support to residents in appointments with GP and other clinical appointments, including transport arrangements
* Maintenance of driver files, vehicle records, and toll tags
* Overseeing transport management and maintenance records
* Community connector - building local connections for the community
* Assistance with administration to track residents from referral to discharge
* Providing activity reports to National Office as required
* Maintenance of records for future reference
* Assistance in producing reports when requested by Head of Services
* HIQA documentation, scanning, sending, recording, and filing
* Efficient organisation of office procedures, including ordering stationery and maintaining office equipment
* Any other duties assigned by the PIC or designate
Qualifications, Knowledge & Experience:
Minimum leaving certificate required
Third Level or Business Administration course desirable
At least 1 year's 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
Positive, organised individual who is reliable and self-motivated
Flexible and adaptable approach to meeting job objectives and responding 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
Travel expenses paid
Details of the Role:
Salary Scale: Grade 3 (Scale €33,051 - €44,666) based on 40 hours per week (Pro Rata 30 hour Contract) - commencing on the first point of the scale €15.89 per hour
Location: Camphill Communities Dingle, Co. Kerry
Contract: Part Time 30 hours per week contract
Closing date: 19th March 2025
Please note that all posts are subject to Garda Vetting, relevant Police check for any country of residence over 6 months from age of 18, and reference checking. Camphill is an equal opportunities employer