Job Title: Full-Time, Operations Administrator Reporting to: Community Support Managers Location: Reach Deaf Services and Community locations Contract duration: Permanent, subject to 6-month probation Salary: €30,000 Per annum Summary: Reach Deaf Services are seeking an operations administrator to support the operations of Reach Deaf Supported living services and to provide administrative supports to the management team and community staff of Reach Deaf Services with day to day administrative tasks to ensure efficiency of service. The Operations Administrator will be the main point of contact for the transport driver and monitor their weekly schedule. They will work closely with the Roster Administrator to ensure service delivery is provided to a high standard. Interviews due to commence week beginning 15th May 2023. Duties and Responsibilities: Below are the key areas of responsibility; Operations Community Homes:
Assist the Community Management & HR Department in ensuring Community Homes/Staff have the required equipment such as, Staff sleepover & bedding, Work mobile phones/Laptops and Ad-Hoc Community home requirements.
Ensure that an `Equipment Register` is in place for each Community Home and is kept up to date. Also ensuring that any maintenance that is required is documented and communicated to the relevant department.
Maintain the `Community Equipment Maintenance and repairs log (including Clinical Equipment). Report to the appropriate line managers if there are any issues.
Assist with the Archiving process for Community Paperwork including retrieving paperwork and uploading them to the online community files.
Ordering stationary supplies and adhoc equipment as required for the community locations, and ensuring the delivery of same. Eg. PPE
Assist the facilities Department in maintaining a record of Community Home Alarm Servicing to ensure annual service is completed and other relevant bills are communicated to the relevant management.
Liaise with Citizen Information to retrieve information on appropriate benefits / supports that may be available or are in place for service users. Ensure that information received or gathered is shared to the relevant management for action.
In consultation with the Clinical Nurse Manager, liaise with other external agencies such as HSE in relation to service user’s equipment and any further possible supports to avail of. Ensure that information received or gathered is shared to the relevant management for action.
Work with the Management team to assist with grant and funding applications.
Ensure Training Location is prepared for all staff training and is set up with what’s needed (eg. Online projector, paper, flipchart, water, food etc).
Liaise and book interpreters for training in advance where possible
Collaborate with and assist the Roster Administrator role when the Roster Administrator is on leave.
Ensure stationary supplies are maintained in Unit 7 offices at all times.
Attend meetings and produce minutes of such where required and distribute to the appropriate individuals.
Correspondence with families and other external stakeholders
Assist the Community team with planning and organising social events for staff and service users.
Filing and completing documentation, reports and adhoc tasks for Head of Service as delegated.
Administration Transport Driver
In collaboration with the Community Support Manager and Roster Administrator, prepare weekly schedule for Driver to incorporate service user appointments, community drops etc
Ensure all necessary paperwork is completed by the Driver and filed when completed
Prepare Community Drops with the driver.
Compliance and record keeping:
Assist the IT Manager, Community Support Management and Clinical Nurse Manager to transfer files to Staff Online System as directed.
Provide administrative support for payroll processing on a monthly basis and support the maintenance and upkeep of employee records.
Training & General:
Meet with HR to plan and book all training, Liaise with the Roster Administrator re staff attendance.
Collaborate with HR, Community Support Manager and Administrator re new staff induction training.
Plan and book any adhoc training as delegated, and liaise with Roster Administrator re staff attendance.
Update and Monitor the Training Matrix to ensure all staff training is in date. Submit regular reports to HR and Community Support Manager re training compliance.
Management of training budget and training Purchase Order system with the Finance Department.
Key Requirements: Knowledge (Education & Related Experience):
Administration experience (minimum 3 years)
Strong working knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint etc)
Irish Sign Language Fetac Level 4
Full clean driving licence is necessary as travel may be required ad-hoc.
Excellent organisation skills with a proven ability to prioritise
Deadline driven and task oriented
Excellent communication skills, meticulous with attention to detail
Proactive attitude, confident, reliable, and trustworthy, problem solving skills
Any interested applicants should forward their CV and a short covering letter stating their suitability for the role. Please email email@example.com by the 11th May 2023. If you require further details on this role, please contact me directly at KHarris@reachdeafservices.ie All offers of employment with Reach Deaf Services may be subject to Garda Vetting. Kristina Harris HR Generalist Reach Deaf Services
Date Entered/Updated: 18th Apr, 2023 Expiry Date: 11th May, 2023 Region: Dublin