Job Description

Job Title:Administrative Officer

Location:Cork Centre for Independent Living (Cork CIL)

Hours:0.80 wte [ 29.60 hours pw] – some flexibility available

Grade:Aligned to Department of Health & Children – Clerical Grade III

Point of Scale:Dependentonexperience

Reporting to:ALS Manager or designate

Accountable to:ALS Manager

Overall Purpose of the Post:

Working on their owninitiativeand as part of a widerhead officeteam,the post holder will provide administrative,clerical andservice supports to staffandservice usersofCork CIL Assisted Living Service (ALS)which provides Personal Assistant Services to people with a physical or sensory disability. contributing to thedelivery of aqualityservice in line withthe organisationscontractual obligations.

The administrative officer will work under direction of the Administrator’ as a member of a team to ensure the efficient and smooth delivery of services undertaken in the service.

Key Working Relationships

Cork CIL believes that strong professional relationships need to be forged and fostered on an on-going basis. These working relationships include:

  • Cork CIL Manager(s)
  • Cork CIL Administrator
  • Cork CIL Service Co-ordinators
  • Cork CIL Finance Officer
  • Cork CIL Personal Assistants (PA’s) and other staff
  • Service User/Leaders, their advocates or parents as appropriate
  • HSE
  • CorkCIL externalcontractors
  • Other service providers

Overview of Areas of Responsibility

Thisrole is a vital part in the administration and smooth running of person centred service to people with disabilities. The post holder will, under the direction of the service manager or delegate, be involved with the co-ordination of services, the development andimplementation of office procedures,co-ordination ofexternalcontracts and as required have the responsibility for specific projects and tasks. These will include but not be restricted to:

General Administrative Duties

  • Represent Cork CIL positively and provide the first point of contact for queries
  • General office duties as requiredincluding; filing, sending faxes, photocopying, mail-outs, answering telephones.
  • Responding to queries fromStaff and Service Users and ensure queries received are managed in line with Cork CIL protocol
  • Ensure safe storage all data in line with prevailing requirements
  • Accurate andtimelyupdating ofALL CorkCILdata bases as required
  • Support the Manager and Service Coordinators to develop services, implement Quality Systems and Health and Safety within the Cork CIL
  • Ordering and sourcing stationary, equipmentandotherconsumables.
  • Planning booking and notification of staff of meetings

Services

  • RecordKeeping: -
  • Day-today administrative responsibility toensuretimely and accurate records are kept in relation to service users and services provided.
  • Service Cover [Assisted Living Services -ALS]: -
  • Asrequiredandin partnershipwithServiceCo-ordinators arrange planned and unplannedLeader/Service User’s Personal Assistant(PA)cover.
  • Maintain and update allcover files
  • Communicate service updates withService User & PA
  • Service Cancellations:
  • Update and maintaincancellation files on excel file
  • As required ensurecancellation informationis fedto cover requirements
  • Identify cancelled PA for service cover requirements
  • Communicate with staff and Service Users as appropriate
  • Service Review:

As requested:

  • Schedule service review and evaluation meetings
  • Collate specific serviceinformation

Human Resources

Recruitment & Selection:

Support Manager / Co-coordinators in the recruitment and induction of staff.Dutiesas requiredmayinclude:

  • Collation of recruitmentpacks
  • Placing advertisements
  • Supportingshortlisting
  • Correspond withapplicants asrequired and directed
  • Conduct reference checks for interviewees
  • Compile all relevant employee information for file prior to employment
  • Update database with new employee details
  • Draft contracts as required to be reviewed and signed byG/Manager availableat timeof induction
  • Update and publish inductionpacks prior to induction toinclude timesheets, annual leave & mileage claim forms etc) to new employees
  • EnsureALL records are up to date and file contract appropriately
  • Maintain individual staff personnel (HR) records

Staff Leave

  • Maintain accurate databases of personnel including: leave entitlement, absencerecording, training etc.
  • Publish and maintain PA Annual Leave Card
  • Processing PA Annual Leave requests as they arrive and update cover requirements
  • Maintainand update the Annual Leave Reckoner every2- weeks
  • Tracking over/under use of PA annual leave, reporting quarterly to Manager
  • Communicationwith Co-ordinators staff and service users as require
  • Maintain individual staff personnel (HR) records

Payrollsupport (every2 weeks) - as required

As required and in the absence of the Finance Officer:

  • CollectandcollatesubmittedPAtimesheets
  • Compiling timesheets for payroll and review of timesheets for errors
  • Entry of timesheet data onto summary spreadsheet
  • Distribution of timesheets

Staff Training:

As requested:

  • Notifying & book relevant staff for training
  • Schedule staff training reviews
  • Booking training venues if required
  • Maintain and update all template letters and forms for training
  • Ensuring timely & accurate records are kept in relation to PA training

Driving for Work Policy

As requested:

  • Inform PA’s of insurance and indemnification requirements,
  • Collecting & checking of copies of all documents required [insurance policies, driving licences, NCT tests etc].
  • Collecting PA Driver Declaration forms annually in line policy
  • Issue and collection of Driver & Service user agreements as required [where the PA carries a Service user in their car]
  • Issue and Collection of Insurance details and Agreements as required [ where PA’s drive a Service Users car.]
  • Update and maintainmileage templates and documents

Bike to Work Scheme

As requested:

  • Provide PA with relevant links and information.
  • Receive Bike Purchase documentation for authorisation
  • Track status of Purchase of bicycle
  • Raise Purchase requisition and set up payment for Bike
  • Hand over details to Finance Officer to set up on payroll systems

Information/Statistics

  • Ensure all record are maintained accurately, in a timely fashion and in line with General Data Protection Regulations [GDPR]
  • As part of a Team support the development, testing and implementation of the IT systems as required.
  • Maintain data systems/ database/ reports of the service.
  • Creation, dissemination and implementation of Cork CIL service forms and templates
  • Updating and utilisation of IT system including Advance and other Cork CIL systems.
  • As required collect and collate data for submission to HSE and other funders as outlined in the Cork CIL service Level agreement (SLA) and Key Performance Indicators (KPI)

Technology Support

Working under the direction of the Administrator and as required act as:

  • First point of contact for office staff for any IT/Technical issues that may arise
  • Restore files from Backups
  • Monitoring office PC updates & security
  • Point of contact to deal with IT, phone & printer technicians
  • Responsibility for sourcing & costing new phone & broadband service providers
  • Ensuring data is up to date on the ESS system, responsibility of requesting credit updates and reporting any technical issues

Judgement and Evaluation

Under the direction and with the support of the Service Manager or delegate the post holder will be encouraged to reflect on their practice and will be required to evaluate the quality of their service.

Standards in the Service

Cork CIL is committed to maintaining and enhancing quality standards in aspect to its service. All staff are required to work in line with:

The policies and procedures of Cork CIL

Follow best practice guidelines such as but not restricted to Health & Safety; Children First Guidelines; Vulnerable Adult Protection Guidelines; Manual Handling Guidelines; Patient Handling Guidelines; Infection Prevention & Control; Data Protection Act 1988; Freedom of Information Act 1997 etc.

Professional Development & Team Working

Cork CIL will support all staff to ensure their professional development.

When requested, post holders will be required to:

  • Participate in on-going professional supervision
  • Keep abreast of developments in the field and attend relevant training
  • Attend and actively contribute to staff meetings
  • Participate in Cork CIL service training/study days/ conferences as required
  • Attend training that is mandatory – failure to do so may result in disciplinary action

Equal Opportunities Statement

Cork CIL is committed to acting to develop employment processes which are fair and free from unnecessary bias and services capable of offering sensitive and effective support with due regards to diversity and difference. As such the policy of equal opportunity relates to all present and future employees and to all present and potential users of the service.

DUTY OF CONFIDENTIALITY

The use and sharing of service user personal information forms an essential part of the provision of health and service care. It benefits individual service user, enable health and social services to function effectively and is often necessary in the public interest. However, the essential nature of such use of information needs to be set alongside the expectation of service users have that all personal information will be kept confidential.

The relationship between health and social care staff and service users should be one of fidelity and trust. Service users have a tacit understanding that the private information will not be used or disclosed without their knowledge or consent. All Cork CIL staff therefore have strong ethical and legal obligations to protect service user information. The right to confidentiality is guaranteed partly by the Data Protection Act 1998/2003 and Freedom of Information Act 1997.

This description is not restrictive and the post holder may be required to carry out other duties as requested by their manager

Administrative AssistantGrade III

Person Specification

Essential / Highly Desirable
Qualifications:
  • Candidates must possess a good general education to leaving certificate standards
  • Candidates must be eligible to work in the State
  • Certificate in Office Administration & Skillsor equivalent
  • ECDL
/
  • Accounting Technician
  • Valid Manual Handling Certificate
  • Valid Occupational First Aid Certificate
  • Accounting Technician

Skills:
  • Excellent communication skillsface to face and phone
  • Required language skills – near fluent in English
  • Required literacy and numeracy skills – Excellent
  • High attentionto detail
  • Advanced IT skills: Word, Excel, PowerPoint
  • Ability to work effectively as part of a team and under the direction of the service manager
  • Ability to work in a highly flexible manner, responding to changing needs
/
  • Understanding and experienceof staffor servicerostering
  • The ability to demonstrate an understanding of the impact of disability

Experience:
  • Experience of working in a similar role for a minimum of 2 years
  • Experience of database inputting and collation
/
  • Experience of payroll system
  • Experience ofreal time management clocking systems
  • Experience in human resource administration
  • Experience in pay roll system & ROS
  • Experience of IT time management systems
  • Experience of working in health, social care or not-for-profit organisation

Job Description – Administrative Assistant Nov 2017