Job Title: Full-Time, Roster 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 a Roster administrator to support and ensure the implementation and management of the support staff roster to ensure service delivery. They will work closely with the Operations 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; Roster Management
Manage the day to day roster and ensure the time and attendance system is updated daily.
Take calls from support staff re absences, organise staff cover and update the Time and Attendance System, and Community Support Managers.
Review and process Leave Applications from support staff for sign off by Community Support Managers.
Ensure any staff allocated to a location has the necessary training and qualifications to provide a safe service delivery.
Liaise with On Call Team re updates to the roster outside office hours, and ensure any changes are updated on the roster and the time and attendance system.
Plan, monitor and manage all support staff leave, entitlements and benefits. Ensure appropriate cover for leave is in place in all community locations and the appropriate processes are followed.
Liaise with the Operations Administrator re staff allocation on all upcoming training and distribute staff training notifications and confirmations, and ensure staff are backfilled.
Inform appropriate Community Support Manager of staff training and ensure shifts cover is in place
Monitor sick leave and arrange Return to Work meetings for staff and Community Support Managers.
Work with the ISL Teaching Team to ensure ISL training is scheduled for new coming staff and that ISL training records are maintained in collaboration with the teaching team.
Reporting Training Attendance records to Operations Administrator, HR and Payroll departments, and update appropriate Community Support Manager
Create and/or submit regular roster reports to the HSE, Community Support Managers, and communicate to HR and individual staff as necessary, eg. anomalies, contracted hours not reached etc.
Manage the staff entitlements tracker and update Community Support Manager and staff as necessary.
Assist the Community Support Managers in any employee roster communications.
Process Staff Time and Attendance queries for sign off by the Community Support Manager.
Liaise with the nursing team around healthcare appointments and put appropriate staff and transport support in place.
Support the day to day operations of the service and liaise daily with the operations administrator to ensure service delivery
Collaborate with and assist the Operations Administrator when the Operations Administrator is on leave.
Assist the Supported Living Service team with planning and organising social events for staff and service users.
Work with the HR department to monitor staffing levels and highlight any staff resource issues.
Continuously promote Irish Sign Language (ISL), knowledge on Deaf culture and unique communication styles.
Compliance and record keeping:
Provide administrative support for the Finance Dept with payroll processing on a monthly basis with queries, working times, absences and roster.
Maintain all records in relation to Roster Management. staff leave records, entitlements etc.
Key Requirements: Knowledge (Education & Related Experience):
Roster Management Experience
Outstanding administrative and organisational skills
Excellent communication, interpersonal, relationship building and influencing skills
Demonstrated experience in delivering on projects
Ability to prioritise and manage time according to deadlines
Excellent attention to detail
Ability to foresee problems that might occur with an event or other set of plans and procedure and ability to proactively seek and implement solutions before problems arise
Proficient user of the Microsoft Office Suite
Good capability with excel spreadsheets and managing details and files that are numerical in focus
Must be capable of working as a team player, be highly motivated, enthusiastic and capable of using their initiative
Good written communication skills
Some travel requirements
Availability to work flexible hours
Commitment to, and understanding of, working within a voluntary organisation in an inclusive manner.
Sound judgement and an ability to make someone on the phone (or in person) feel that they have been provided with all that they needed
Commitment to learn Irish Sign Language
High motivation, positive disposition and flexible attitude in response to organisational change and development
Any interested applicants should forward their CV and a short covering letter stating their suitability for the role. Please email firstname.lastname@example.org 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