Principal Duties and Responsibilities:
The appointed person will report directly to the Director of Nursing on a day-to-day basis and will assist, as required, with any of the duties/functions associated with the effective running of the home. Effective and timely communication with colleagues, residents, families, head office staff, suppliers, and all other relevant stakeholders is an integral part of this role. Duties will include, but are not limited to, the following:
General Reception Duties
* Provide a professional and efficient administration service within the Home.
* Manage front of house Reception area in line with the needs of the Home and in the context of GDPR requirements.
* Provide administrative and secretarial support to the Director of Nursing and senior Home colleagues including diary management.
* Manage Reception team including recruitment and selection of Reception staff, daily rostering and supervision of staff, and performance management of staff.
* Screen telephone, email and personal queries and redirect as appropriate. Ensure messages and information are passed on to the relevant people.
* Deal with daily post ensuring that important material is brought to the attention of the relevant person in the Home.
* Prepare and co-ordinate all communications, multimedia / Power Point presentations, noticeboards, etc.
* Maintain the filing / document handling system for the Home.
* Prepare/gather and circulate data as required by the Director of Nursing and/or Head Office.
* Attend and fully participate in staff meetings and take minutes as required.
* Assist in benchmarking and other research projects as required by the DON.
* Participate in working parties, project groups, etc., as required by the DON.
* Actively participate in all PR activities associated with the Home.
* Adhere to all Home policies and procedures at all times.
* Be adaptable and flexible to changes in the working environment.
* Place purchase orders with approved suppliers, complying with procedures to maintain appropriate stock levels and controls and ensure expenditure is contained within agreed budget limits.
* Assist nurse management with arranging staff cover if required.
* Maintain fire register.
* Manage stationary supplies.
* Update Flex system regarding maintenance issues. Report issues to the maintenance team.
* Liaise with suppliers and other external third parties involved in resident care e.g. GP, Pharmacy, hospitals, OT, etc.
Patient Specific Duties
* Oversight and management of bed management and waiting lists. Addressing bed enquiries in a professional and competent manner. Entering enquiries into EPIC and providing regular reports to the DON. Bringing viable enquiries to the immediate attention of the DON/ADON.
* Ensure all issues raised by residents, families, and other third parties are dealt with in a confidential, courteous, and efficient manner.
* Maintain resident confidentiality and privacy.
* Develop and present weekly occupancy, admissions, planned assessments, and enquiry reports.
* Manage viewings for potential residents/families.
* Weekly contact with Hospitals/Bed Managers.
* Collection of data on admission including contracts of care and all other information required for admission of residents. Explain contracts of care to potential new families.
* Review medical cards, DPS cards, and long-term illness cards for Residents.
* Update Epic with resident details, transfers to hospital, etc.
* Manage continence wear deliveries in consultation with Maintenance staff ensuring deliveries are accurate against orders.
* Provide Continence wear assessments to HSE through HealthMail (as soon as it comes into full use).
* Scan resident files to Epic if required.
* Archive resident files.
Job Type: Full-time
Pay: From €16.50 per hour
Benefits:
* Bike to work scheme
* Employee assistance program
* On-site parking
Schedule:
* Monday to Friday
Work Location: In person
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