Job Description
About Silver Stream Healthcare Group:
We're dedicated to attracting and retaining a staff that embodies professionalism and dedication, contributing to the highest level of care for our residents. Through significant investment in staff development and training, our care teams are well-versed in international best practices and the latest advancements in residential elderly care.
This role is responsible for completing all assigned administrative tasks for the care centre.
Roles & Responsibilities:
* General Administration:
o Providing secretarial support, answering phones, greeting visitors, answering queries, and providing information to team members, residents and families as required.
o Supporting the DON/ADON with administrative tasks extending to the entire department as directed.
o Maintaining up-to-date records and keeping database updated with admissions, discharges and personal information.
o Dealing with correspondence, emails, calls, reporting etc.
o Maintaining and updating accurate records of all incidents pertaining to Residents.
o Coordinating with DON/Head office relating to HR, Accounts receivable, Accounts payable and administration aspects.
o Filing and maintaining records including supporting with HIQA compliance, policies and procedures, statutory files and records. Coordinate with Head Office where required.
o Other regular/Ad hoc duties as required.
* Human Resources and Payroll:
o Scheduling induction with the DON for all new starters. Completing and ensuring that Inductions forms are signed and uploaded to the employee personal folder on HR software.
o Ensuring 3-month and 6-month probation review is scheduled with the DON for each new employee.
o Managing time and attendance records on HR software for all team members in the Care Centre, including timesheets, rosters, annual leave, sick leave and training hours. Ensuring all applications have been submitted and upload to HR software. Updating if required with approval of DON/ADON.
o Note-taking for payroll preparation for each pay period. With approval from DON, emailing to Head office Payroll administrator.
o Downloading, printing, submitting Fusion Timesheets VS rota report to DON
o Forwarding duly filled-in and authorised Arrears forms/ Compassionate leave forms/other documents relevant to payroll
o Other regular/Ad hoc duties as required.
* Finance:
o Matching delivery dockets with supplier invoices, ensuring quantities and prices are correct, passing to DON for authorisation and sending to Head Office Finance. Filing and maintaining records accordingly.
o Maintaining up to date Resident records – Contracts/ funding approvals/ Admissions/ Absences/ Discharges/ RIP's/ HSE/ Pensions/ GP/ Pharmacy/ Medical cards.
o All Billable extras to charge to residents in Epiccare (ex: News papers, Hair dressing, Chiropody, Continence wear, cigarettes, personal clothes, equipment, etc.,) Scanning and uploading all documents to EpicCare as required.
o Making sure residents clear their outstandings before their discharge – Following up with Accounts receivable team for Respite/ Sort term / Long term residents' invoices.
o Emailing Head office / GP/ Pharmacy on residents Admission/ Discharge/ RIP.
o Entering all Petty cash transactions in the excel file, reconciling and keeping receipts for petty cash recon and forwarding to Finance for processing within the dedicated deadline
o Lodgements - Receiving, recording, and lodging cash/ Cheques/ Bank Drafts/ Card machine and emailing to accounts receivable.
o Other regular/Ad hoc duties as required.
* HSE:
o Supporting the DON and centre as required.
o Informing the HSE of any Discharges/Deaths within the Home within a 24 hour period.
Key Competencies:
* Experience of/with people with additional and/or complex needs
* Excellent organisational skills, self-motivated and self-starter
* Excellent verbal, communication and IT skills
* Willingness to learn and work as part of a multi departmental team
* Dedicated, reliability and flexible approach to work
* Ability to set high personal standards of performance and delivery of desired results
* Excellent problem solving and decision-making skills
* Ability to work on your own initiative
* Responsible and mature approach to work
This list of duties is non exhaustive and may be amended to meet changing needs of the business.
About Silver Stream Healthcare Group:
Founded in 1993, Silver Stream Healthcare Group has grown to manage a network of nursing homes throughout Ireland, catering to the needs of up to 865 residents. The organization provides diverse care services, such as long-term residential care, respite care, specialized dementia care, convalescence, and end-of-life care. Our mission centers on placing residents first, ensuring they receive personalized care tailored to their individual needs. We are committed to excellence, reflected in our well-maintained facilities and a team of dedicated professionals who strive to create a home-like atmosphere for all residents.
Our Culture:
We foster a culture of compassion, respect, and continuous learning. Emphasizing person-centered care, we encourage staff to build meaningful relationships with residents. Employees are provided with ongoing training and development opportunities to enhance their skills and advance their careers. We value teamwork and open communication, creating a supportive environment where staff feel valued and motivated. Our commitment to employee well-being is evident in our efforts to maintain a positive work-life balance and provide opportunities for professional growth.
Requirements:
To be successful in this role, you should possess the following criteria: