Administration Support

JOB SUMMARY The Administration Support staff member is responsible to support individual/s to experience a self-directed, connected, inclusive, meaningful and fulfilling life. The Clerical Officer must act at all times in the best interests of the individual and afford each person respect and dignity. The Muiríosa Foundation is a voluntary organisation and all staff members are required to work in accordance with the Ethos of the organisation as expressed in the Vision, Mission and Core Values. Valuing Life; helping people build meaningful lifestyles

DUTIES AND RESPONSIBILITIES: To perform any duties in keeping with the post as may be assigned from time to time by the person in charge of the area assigned to. Assist Area Director:

• Assist the Area Director as needed. This will especially include projects on an ongoing as well as a once off basis. This could include a range of tasks including preparing letters, reports, monitoring and assisting with emails and gathering of information as required, assisting with rostering.
• Meeting preparation and minute taking.
• Support updates of policies and procedures.
• Monitoring of agency usage and preparation of reports to Senior Management team
• Development and maintaining of monitoring reports to support the Senior Management team

Timesheets and Rosters Updates:

• Input information into the core system for the area team, including hours, Time in Lieu calculation of hours for pay.
• Ensure completed timesheets are updated for Payroll prior to the required date/time each fortnight.
• Assist staff and leaders in preparation of rosters and updates.

System Reports:

• Development and running reports on the CORE system and other systems as required.
• Uploading audits on Xyea.
• Preparing for inspections under HIQA and New Directions
• Ongoing documentation/record management and development to support compliance with regulation and strive towards continuous quality improvement

General:

• Preparation/Maintenance of files to comply with best practice in line with HIQA, New Directions or others.
• Phone calls, scanning, IT filing system, system updates.
• To be committed to best practice in relation to effective communication both with external and internal individuals.
• Other duties relevant to the post as determined by management.
• Working within the Ethos and Ethical framework of The Muiríosa Foundation.

IT systems: Using the range of IT systems including Core Portal; National management Incident System (NIMS); Task/Total Live Procurement; Email; MS-Word; MS-Excel; MS-PowerPoint; and any other systems which may be required.

Confidentiality & Privacy

• Confidentiality in the course of employment is critical, employees will be expected to comply with the organisation’s Privacy Statement, Data Protection Policy, and Records Management/Record Retention Policy, throughout the course of their work.
• Communication to outside bodies on behalf of the Muiríosa Foundation must be approved in advance by the Chief Executive Officer.

Employee Benefits Employees of the Muiríosa Foundation can avail of a range of employee benefits, such as:

• Health & Wellbeing: We are committed to supporting our employees on their health and wellbeing journey by providing a range of courses aimed at supporting staff during their employment. We also have an Employee Assistance Service which is available 24/7 to our employees.
• Training & Professional Development: Extensive education and training courses are supported for all roles.
• Varied, meaningful work: Working with the Muiríosa Foundation provides employees with the opportunity to be engaged in meaningful, varied work across different locations, where they can make a positive impact on the lives of others, directly and indirectly.
• Competitive Salary: We offer salaries in line with Department of Health pay scales, including the awarding of annual incremental credit subject to satisfactory performance.
• Public Sector Pension Scheme: All new employees are automatically enrolled in the Single Public Service Pension Scheme. Existing Public Sector employees can also transfer to the relevant pension scheme upon commencement.
• Leave Benefits: Paid Maternity, Paternity Leave. Generous paid Annual Leave above statutory leave. Sick Leave Scheme with paid sick leave entitlements.
• Health Insurance Group Schemes: We have group schemes with some of the main health insurance providers in Ireland which offers reduced rates for eligible employees, and we facilitate monthly deductions from pay.
• Cycle to Work Scheme: Eligible employees can apply for the Government’s Cycle to Work Scheme where we facilitate monthly deductions from pay.
• Hybrid Working: Employees can apply for Hybrid working after 12 weeks employment.

Education and Qualifications

• Recognised relevant third level or post leaving certificate qualification

Work Experience

• Satisfactory extensive administration experience in an office environment
• Experience of effectively communicating with management
• Not less than three years’ previous experience in a similar post (preferably of a kind that would help contribute in a very meaningful way to the post in question) at a grade not less than a clerical officer, or equivalent (Desirable)

Knowledge and skills

• Excellent administration/organisational skills with the ability to set up systems and maintain them
• Strong ability to use Core Portal – Rosters, Recording Absence and Leave, Running Reports
• Strong problem solving and evaluation skills
• Excellent interpersonal skills and the ability to work effectively as part of a team
• A high level of initiative, good judgement and flexibility
• Strong writing skills and the ability to meet deadlines
• Good numeric and IT skills, including good knowledge of Word, Excel, PowerPoint, Microsoft Teams.
• The ability to work on a varied range of projects
• Ability to prepare and present well laid out documents, including presentations to management and other committee meetings
• To perform any duties in keeping with the post as may be assigned from time to time by the person in charge of the area assigned to.

Attributes

• Effective Time Management
• Ability to prioritise tasks/objectives
• Maintains a calm and controlled style across all situations
• Excellent interpersonal and communication skills – written and verbal
• Strong organisational and accuracy skills
• Excellent attention to detail
• Extremely comfortable using IT systems
• Ensures confidentiality is maintained
• Ability to exercise initiative.

Other factors

• Flexibility required in the role
• Willing to undertake education and training as may be required for the role
• Will be required to attend at various locations, and therefore must have access to transport