The administrator coordinates and oversees all office activities while enhancing operational efficiency. A key part of the role is to provide assistance with different budgeting and bookkeeping activities while ensuring adherence to relevant company procedures and policies. The role plays a key part in assisting the Home Manager and team to provide person centred services for all within the Home that are of high standard. The Administrator role provides day to day support to the Nursing home which enhances the smooth and effective operation of the home. The position also works with colleagues in the Support Office (Finance, HR and Operations) that supports the overall effectiveness of SO systems providing timely information, data and records.
· Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes; and sorting and distributing incoming mail
· Assist with billing by preparing and sending invoices; maintain resident databases; track accounts; oversee the invoice workflow, and assist in copying and distributing other internal documents as requested
· Develop and update administrative procedures and support for operations team
· Cover the reception desk when required
· Co-ordinate all office procedures and resolve any administrative issues
· Order office supplies
· Provide general support to visitors
· Generate reports as required
· Coordinate project deliverables
· Perform accounting tasks, including invoicing and budget tracking
· Schedule and track meetings and appointments.
· Develops and maintains administrative systems and procedures to provide administrative support for HR projects. Prepares statistical reports, enters employee data on IT system and following up action points.
· Administration of fortnightly payroll on TMS system, finalise and forward to Support Office. Liaise with Finance dept on any all payroll issues and input data on to Sage as required.
· Performs payroll admin in home, info re new employees, validates hours, 1st line support to employees with payroll questions, administers payroll data and informs payroll in a timely manner of any changes.
· Maintain personnel records for all staff on EPIC.
· Maintains TMS absence management data bases
· Update Garda Vetting and Work Permit files in conjunction with HR staff.
· Ensure all work permits are valid and laise with HR regarding same.
· Maintain and archive resident files.
· Designs and produces regular statistical reports on HR Information for monthly reports, starters, leavers, employee turnover, recruitment campaigns, sickness absence etc.
· Ensures information on all staff is correctly and regularly updated.
· Prepare reports for Home Manager e.g. occupancy and marketing
· Assist the Home Manger with tours by potential residents as required
· Maintain resident files on EPIC e.g. Chiropody cards.
· Ensure all billable extras are recorded and charged as appropriate
· Manage the petty cash log and ensure all moneys are forwarded to Finance for appropriate recording
· Responsible for ensuring DD forms are signed and returned for all new Residents
· Setting up Resident account on admission, ensuring all paperwork is in order, ensuring funding is in place with paperwork to support, returns any paperwork to FD office in timely manner
· Resident account 1st line support, answers any minor queries, reprints invoices and statements from SAGE, ensures any funding documentation is updated on EPIC, validates correct rates are on EPIC
· Managing any receipts to the home, cc/cheque, logging these in database and providing NOK with bank details to ensure no cash in home.
· Review any invoices that come into the home, sign-off or follow-up if issue – co-ordinates supplier information ensuring PO’s raised and invoices match PO
· Benchmarking supplies to ensure best price achieved for sundry items, supporting Home Manager, Housekeeping, CNM in this regard
· Tracking Agency usage, ensuring appropriately signed timesheets and reporting to support.
Required Skills/Abilities
· Proven administrative experience
· Ability to work deadlines and within defined standards
· Superb written and verbal communication skills
· Strong time-management skills and multitasking ability
· Proficient in Microsoft Office, with aptitude to learn new software and systems
· Solid interpersonal skills
· Experience managing budgets and expenses
· Experience developing internal processes and filing systems
· Excellent report writing skills
· Ability to analyse data required for reports etc.
· Comfortable handling confidential information
· Ability to adapt to changing situations in a calm and professional manner
· Critical thinker and problem-solving skills
· Team player
· Ability to compose and produce standard letters and reports using IT applications (Word, Excel, Outlook, TMS, Sage and HR Locker
· Customer- resident focused mindset.
· Excellent organisational and multi-tasking abilities
· Flexibility in approach/mindset
Education & Experience
· 2 years+ administrative experience
· Leaving Certificate standard of education is essential and ideally a further post leaving certificate qualification in reception duties
INDL
Job Type: Full-time
Pay: From €12.70 per hour
Schedule:

• 8 hour shift

Education:

• Leaving Certificate (preferred)

Experience:

• Office or administration: 3 years (preferred)

Work Location: In person