Office Administrator Mat Cover Camphill Grangebeg

The primary purpose of this role is to ensure the post holder will provide a professional administrative service in support of a range of activities within Camphill Community and support the management team. They will be responsible for Financial, Payroll, HR, Training and ancillary activities.

Key Responsibilities

The principle duties and responsibilities of the posts may include but are not limited to the following:

Financial

• Petty cash management for all departments across the community
• Purchase management / preparation for approval by PIC
• Purchase order system / uploading invoicing to national system/ planning purchases against budget.
• Monthly reconciling of Community Members with Support Needs (CMSN) accounts in strict adherence to company policy and procedure
• Maintaining relationships with customers and suppliers and dealing with queries

HR functions:

• Responsible for recruitment and advertising of vacancies through the Occupop System
• Support in shortlisting and arranging interviews for potential candidates
• Responsible for onboarding of all new staff in strict adherence to company policy and procedure.
• Complete and maintain all Personnel and HR files for all staff including agency staff
• Responsible for the Garda vetting for all staff and the renewal of same
• Responsible for keeping the HR database (TMS) and employee information systems up to date to ensure data integrity and quality
• Managing leave, following up on all HR functions of recruitment, recording and following up on sick leave, statutory leave etc.
• Ensure all staff supervisions are on file
• Ensure all staff probationary reports are on file
• Ensure return to work interviews are conducted and on file
• Track the induction process and ensure on file for all staff
• Management of schedule 2 HIQA file requirements
• Responsible for 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 on-going ref health, travel.
• Maintenance of staff data base in line with GDPR regulations

Payroll & Rosters

• Proficiency in Payroll software to ensure that staff have correct details within the TMS system
• Preparation of fortnightly payroll and submission of weekly time and attendance details to Payroll department
• Management of resolving payroll discrepancies and queries
• Assist with staff rota’s and rosters
• Assist with the review of rosters and planned agency use
• Arrange cover for rosters gaps

Other Duties

• Work as part of a team ensuring all tasks are completed efficiently and to the highest standard
• Coordinate the reception area of the Community efficiently
• Managing incoming calls, messages, ensuring records are filed as appropriate in hard copy and/or electronic versions
• Attendance at meetings and minute taking
• Support the completion of reports, returns and Notifications to HIQA HSE and CCoI
• Ensure the Directory of Residents is maintained and updated
• Supporting the rollout of fundraising, open days, and community festivals and cultural events
• Point of contact for day to day management.
• Ensuring all maintenance requests are approved by PIC and uploaded to Affinity System
• Support to community in appointments with GP, and other clinical appointments – support for transport for same.
• Maintain driver files, vehicle records and order toll tags
• Overseeing transport management and maintenance records.
• Community connector – key relational person in building local connections for the community.
• Assist the Person in Charge with all administration to ensure an efficient system of tracking all residents from referral to discharge.
• Provide activity reports to National Office, as required.
• Maintain records of all residents for future reference.
• Assist in the production of reports when requested by Head of Services.
• HIQA documentation, scanning, sending, recording and filing.
• Be responsible for the efficient organisation of office procedures, including ordering of stationery, maintenance of office equipment etc
• Any other duties which may be assigned by time to time by the PIC or designate

Qualifications, Knowledge & Experience

Minimum leaving certificate required

Third Level or Business Administration course desirable

At least 1 years’ 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

Be a positive, organized individual who is reliable and self-motivated

Demonstrate a flexible and adaptable approach to meeting the objectives of the job and respond 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

Paid mandatory training

Paid travel expenses

Details of the Role:

Salary Scale: Grade 3 (Scale EUR30,285- to EUR41,092) based on 40 hours per week – commencing on the first point of the scale

Location: Camphill Grangebeg

Contract: Part Time 28 hours per week contract- Maternity Leave cover

Closing date: Friday 26th January 2024

Please note all posts are subject to Garda Vetting relevant Police check for any country of residence of over 6 months from age of 18 and reference checking.

Camphill is an equal opportunities employer