Administration/Receptionist

JOB DESCRIPTION AND PERSON SPECIFICATION TITLE: Administrator/Receptionist REPORTS TO: Grade III New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

HOLIDAYS: 26 days, 27 days after 3 years and 28 days after 5 years per annum pro rota based on hours worked.

HEALTH: A candidate for and any person holding the office must be free from any health-related issue which would render him/her unsuitable to hold the office and be in a state of health as would indicate a reasonable prospect of ability to attend regular and efficient service.

CHARACTER: A candidate for and any person holding the office must be of good character.

HOURS OF WORK: 35 hrs per week. Details of starting and finishing times, which may vary in accordance with Service needs, will be notified to you by your line manager. There may be times when you will be required to work outside of the normal office hours.

ETHICAL CODE: The post holder is requested to respect the special charisma, ethos, and tradition of St. Michael’s House and to observe and comply with its general policies, procedures, and regulations. DUTIES AND RESPONSIBILITIES: Key duties associated with the role: • Effective communication skills including the ability to present information in a clear and concise manner. • Strong interpersonal skills. • Have excellent IT skills including strong proficiency in MS Word and Excel. • A proven ability to prioritise a busy work load and meet deadlines. • Excellent typing skills, accuracy and good telephone/communication skills. • Ability to multi-task • Flexible • An ability to be highly professional and confidential in all dealings with staff, families and service users. • A proven ability to work on their own initiative and as part of a team. • (Refer to list of Core Competencies)

GARDA VETTING: St. Michael’s House recognise it’sresponsibilities under the National Vetting Bureau (Children and Vulnerable Persons) Act 2012-2016.This act applies to those employees who provide care for children and vulnerable adults. St Michael’s appointed liaison person will apply for vetting disclosure for new and current employees. The post holder may be required to perform other duties as appropriate to the post, which may be assigned to him/her from time to time, and to contribute to the development of the post while in office. This job description will be subject to review in the light of changing circumstances. It is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work Qualifications

• Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied. Or • Passed an examination of at least equivalent standard Or • Satisfactory relevant experience which encompasses demonstrable equivalent skills And Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability, for the proper discharge of the role.

Experience

• Have relevant administrative experience • Working knowledge of Microsoft package including, Excel, Word, Outlook, etc • Be committed to working as part of a team • Experience in a similar role in the health and social care field

Probation Every appointment of a person shall be subject to a probationary period of 6 month CORE COMPETENCIES Professional Knowledge/ Experience relevant to the role • Demonstrate excellent computer skills. • Demonstrate knowledge of the Health and Social Care field

Building and Maintaining Relationships including Teamwork Demonstrate: • The ability to build and maintain relationships with colleagues and other stakeholders including multi-disciplinary and administrative teams and to achieve results through collaborative working. • The ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment. • Flexibility, adaptability and openness to working effectively in a changing environment. • Commitment to a Quality Service Demonstrate: • Awareness and appreciate of the service.

Planning & Organising and Delivery of Results Demonstrate: • The ability to successfully assist with a range of different projects and work activities concurrently, utilising computer technology effectively. • The ability to proactively identify areas for improvement and to develop practical solutions for their implementation. • The ability to embrace change and adapt local work practices. • The ability to use resources effectively, challenging processes to improve efficiencies where appropriate.

Evaluating Information, Problem Solving & Decision Making • The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate. • Initiative in the resolution of complex issues. • The ability to recognise when it is appropriate to refer decisions to a higher level of management. • A capacity to develop new proposals and recommend decisions on a proactive basis. • Flexibility, problem solving and initiative skills including the ability to implement change. Team Working. • The ability to work both independently and as part of a team. • The capacity for management responsibility and initiative. • Motivation and an innovative approach to the job within a changing working environment.

Communication & Interpersonal Skills • Demonstrate excellent written and verbal communication skills. • Demonstrate tools / systems used for effective communication TERMS AND CONDITIONS • HSE Salary Scale: Successful candidates will be in line with October 24’ HSE revised consolidated Clerical Officer Grade – Grade III; point 1; €29,810 – point 15; €46,948 per annum based on working a 35-hour week. New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies. • 26 days, 27 days after 3 years and 28 days after 5 years per annum pro rota based on hours worked.

Superannuation: This is a pensionable position. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Age: The Public Service Superannuation (Age of Retirement) Act, 2018 (Public Servants not affected by this legislation) set 70 years as the compulsory retirement age for public servants. Public servants joining the public service, or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age. Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.