We are currently recruiting for a Full-time Senior Administrator for Nenagh Rehabilitation Unit

We are proud to say that Bartra Healthcare is a group of premium quality nursing homes each of which provides individualised care in a safe, friendly and comfortable environment where all of the needs of our residents are met.

Being a great place to work is the difference between being a good company and a great company and we strive every day to nurture a culture of honesty, respect, enthusiasm and team work.

Hours of work - 37.5 hours per week - Monday to Sunday

Contract Type - 12 Month Fixed Term

Purpose of the role:

To effectively provide administrative support to the Facility & Head Office and enhance the smooth effective operation of the home from an administrative perspective.

Main Responsibilities:

Supervisory and Management Responsibilities

- Management and supervision of electronic correspondence and communications with staff, residents and their families

- Management of Appointments & Calendars

- Operation of Time Management System Operations- TMS for the location.

- Supervision and management of Regular staff file audits

- Responsible for managing the Bartra Healthcare individual Location's accounts within agreed Company guidelines and policy to minimize the risk of potential bad debt.

- Ensuring the receptionist maintains and operates the Healthcare system within Company guidelines regarding customer care, communications, queries and invoice to ensure optimum quality customer service.

- Ensuring all administrative duties of receptionist and Junior administrators are carried out in line with Company procedures to maintain optimum efficiency of operations and customer service, including management of staff rotas and absence planner.

- Ensuring Health & Safety standards are maintained to ensure the Company is in line with legislation and to comply with Company policy.

- Organizing and providing training to all new and existing administrative staff where necessary to ensure a good standard of skills transfer, increase store sales and maintain a high level of customer service. Coach and support staff where necessary to ensure the completion of company objectives and maintain a high level of customer service.

- Carrying out recruitment and selection procedures in liaison with HR Manager and Director of Nursing to ensure that staffing levels are maintained with suitable personnel.

- Maintaining full compliance with Company policies within the individual location and across the organization.

- Planning & undertaking of stock take duties as directed by the District Operations Manager to ensure accurate levels of stock within the store.

- Ensuring Bartra Healthcare operating standards achieve the level of excellence required as directed by Chief Operative Officer.

HR Responsibilities and Duties

- Receiving and responding to general/basic HR queries from employees.

- Preparing employee correspondence and documentation.

- Providing administrative support to recruitment & selection, including placing adverts, communicating vacancies, setting interviews, and preparing interview documents when requested

- Supporting regulatory compliance requirements for new staff.

- Preparation of offer and contract documentation.

- Provide administrative support to various HR systems processes, policies and projects.

- Maintaining personnel files as directed by the HR Manager and Director of Nursing; checking references are on file, Garda Vetting etc.

- Maintain Employee Work Permit Folder. Ensure all staff details are on TMs system and on file. This includes photos and all details being correct and up to date.

- Keeping attendance files - hard and electronic copies

- Maternity/paternity/parental leave forms for payroll/personnel

- Organising Training and rooms

- Keeping attendance files - hard and electronic copies

- Maternity/paternity/parental leave forms for payroll/personnel

- Organising workshop rooms

- File Agendas/Minutes and Attendances from Chair of workshop

- Taking and Filing Agendas/Minutes and Attendances from HR Meetings

- Undertaking any other duties as may be requested from time to time by the HR manager

Payroll and Administrative Responsibilities

- Management of Payroll Returns - Manual

- Support with Management of Accounts Payable

- Management of Travel Expenses and Returns

- Management of Reimbursements and wage Accruals on weekly or Monthly basis as applicable

- File logbooks -Maintenance of Clock In and sign in files

- Maintain Administrative files hard and electronic copies

- Taking resident and staff photos and putting them on healthcare system

- Scanning Resident and Staff files to TMS and/ or Healthcare System.

- Rosters; Organising cover for sickness/emergencies. This involves calling and ringing around for the home manager to source a replacement.

- Training tracker; updating this information on the master sheet and/or Healthcare System

Qualifications:

- Minimum QQI Level 5/Diploma in Administration or relevant discipline

- Associate or bachelor's degree in communications or business.

Essential Criteria:

- Experience with Microsoft Office and typing.

- Excellent communication and interpersonal skills.

- Organized and resourceful.

- Customer-focused.

- Active listener.

- Flexibility/adaptability

- Excellent written /numerical/analytical skills

- Strong IT Skills

- Highly organised

Bartra Healthcare is an Equal Opportunities Employer