Clarecare is a professional accredited social enterprise with charitable status, providing a range of person-centred services for over 57 years to individuals and families in Co.
Clare.
Current services include Family Support, Older Person Services and Bushypark Residential Addiction Treatment Centre.
Clarecare's headquarters are based in Ennis with local offices in Bushypark, Shannon, Kilrush, Killaloe and Ennistymon.
Further information is available on Our Vision: is to be the trusted quality care provider within our communities by supporting individuals and families to reach their full potential.
Our Mission: is to provide person-centred services to individuals and families within our communities.
Our Core Values: Collaborate Accountability Respect Empathy Trust JOB DESCRIPTION TITLE: Administration Assistant - Full-Time, Permanent role ROLE OBJECTIVE: The Administration Assistant will be responsible for providing administrative support to ensure the effective & efficient operation of the Bushypark Addiction Treatment Service.
This role involves coordinating day-to-day activities, managing records, assisting with scheduling appointments, and ensuring effective communication between staff, clients, and external agencies.
The Administration Assistant will play a key role in maintaining an organised, productive, and welcoming work and therapeutic environment.
ROLE STATUS: This is a full-time permanent role, subject to a probationary period of 6 months.
JOB RELATIONS: This role will report to the Deputy Manager of the Centre or designate and be an integral member of the general administration team in Clarecare.
JOB LOCATION: This position is based on-site in Clarecare's Bushypark Service, Ennis, Co.
Clare.
Hybrid/Remote Working does not apply to this role.
This is an on-site role.
You may be required to travel to other Centre locations on an ad hoc basis.
DAYS/HOURS OF WORK: 9.00am - 4.30 p.m. daily on a Monday to Friday basis, inclusive of 30 mins.
daily lunch break.
Flexibility regarding work hours/work days is required to meet the operational requirements of the Service.
ANNUAL LEAVE: 26 days annual leave per full leave year (Jan-Dec).
RESPONSIBILITIES OF THE POSITION: General Responsibilities: To be accountable to the Deputy Manager or designate.
To adhere to the Clarecare policies and procedures in relation to all work with Clarecare.
To maintain files in accordance with the Clarecare standards to ensure that good record-keeping practices are in place.
To complete statistics/reports as required by your Line Manager.
To work as part of the Clarecare general administration team and the wider Clarecare Structure.
To support the work of staff, volunteers, students and others involved in Clarecare.
To attend all mandatory and CPD training as required by your Line Manager.
To attend supervision/review meetings with the Deputy Manager or designate.
To maintain professional boundaries in all work and to be flexible.
To maintain confidentiality in all aspects of your work.
Specific Responsibilities: Provide front-of-house general administration support, and meet and professionally greet visitors.
Respond to phone calls in a caring and empathetic manner.
Provide administration support to both the residential and community-based teams.
Proficiency in typing documents, minutes of meetings, reports, forms, data inputting, etc and distributing to relevant personnel.
Excellent attention to detail witha keen eye for accuracy is required.
Develop positive working relationships with service users, family members, and other agencies regarding client referrals - responding efficiently and effectivelyto their queries and requests.
Assist with the development and rollout of information management systems, including One Touch, Smart Office, etc.
Have a keen interest in, and an aptitude for resolving user IT issues e.g. connectivity issues, new starter log on's, general IT queries from staff.
Be the linkperson between Clarecare and our outsourced IT provider to resolve IT issues.
Data inputting/updating internal and external databases as required.
Assist in coordinating service-wide communications on behalf of Bushypark.
Support the Admissions team at Bushypark regarding files, books, and admin.
supplies.
Manage and organise office files, documents, and records (digital and physical) in line with best practice and records management schedules/GDPR guidelines Handle incoming and outgoing correspondence, including emails, phone calls, and daily mail.
Schedule client appointments in conjunction with rosters and diary management.
Devise reports, presentations, and other documents as required.
Ensure reception area is clean, tidy, and well-maintained, and maintain office supplies inventory and place orders when necessary.
Support the onboarding process for new employees, including preparing IT workstations and information packs.
Complete HRB forms and submit them in a timely fashion.
Assist with basic financial processes, e.g., processing invoices, managing client payments, petty cash management, and other finance duties as required.
Ensure compliance with Clarecare Service policies and administrative procedures.
Support team members in carrying out the administration function relevant to their roles.
Attend and participate in team meetings and record accurate Minutes as required.
Attend all Mandatory and development training as required.
Work within the framework of the CHKS reception and administration standards.
Ensure all health & safety measures for visitors/members of the public are strictly adhered to and report any health, safety or welfare concerns that may impacton staff, residents or visitors to the Centre.
Assist the Deputy Manager in continually improving the efficiency of the reception/general admin area and services performed.
Designing presentations/brochures/booklets as required.
Update and maintain schedules and systems as relevant.
Respond in a professional, efficient, and appropriate manner to all communications.
Participate in regular work review meetings with your Line Manager or designate.
Filing of confidential documentation and maintenance of filing system Assist in the organisation of induction/training events, workshops, etc.
Provide cover for other general admin.
staff when on leave.
Contribute towards effective teamwork within Clarecare/Bushypark.
Handle room/venue bookings for both internal staff & external agencies (where relevant).
To undertake any other relevant duties that may be requested by your Line Manager.
REQUIREMENTS/QUALIFICATIONS FOR THE POSITION:Essential Requirements:Minimum of 2 years current general receptionist/general administration experience gained in a busy work environment with well-developed typing skills.Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Forms).
Experience of using Canva or other graphic design suites or One Touch IT system/app would be a distinct advantage.Have obtained such a standard of education as to enable them to discharge the duties of the post satisfactorily.Self-motivated with a professional "can do" attitude and excellent phone etiquette.Experienced in accurate report formatting and taking Mins.
of Meetings with a keen eye for detail and ability to follow-through and see the broader picture.Highly professional & confidential in dealing with diverse groups of people both on the phone and face to face.Excellent organisational skills, with an ability to prioritise important tasks/projects.Capable of multi-tasking with high-level organisational skills, time management/problem-solving skills and the ability to prioritise tasks and meet deadlinesExcellent communication and interpersonal skills with high attention to detail and a keen interest in accuracy of your work.The ability to stay calm under pressure and use your own initiative.Ability to work on own initiative and as part of a team.Ability to maintain the principles of confidentiality in all areas of work.A positive 'fit to work' medical.Positive Garda vetting disclosure via Clarecare.Two positive written references from your current and most recent employer.Full clean driving licence with use of car, together with personal indemnity insurance to Clarecare.Desirable Secretarial/Administration Qualification.A knowledge of the philosophy and ethos of Clarecare/Bushypark and /or knowledge of social services/health sector Benefits:€31,590 gross per annum commensurate with relevant experience.26 days annual leave per annum per full leave year, excluding Public Holidays.Free access to Employee Assistance Programme Services via VHI.Defined Contribution Pension Scheme Membership and Death In Service Benefits on successful completion of probation (6 months duration).
Payroll deduction facility for Health Insurance cover with VHI or LAYA.Cycle to Work Scheme.Access to Sick Pay Scheme on successful completion of probation (6 months duration).
Access to Clarecare's Wellness Programmes.NOTE: The foregoing contains an outline of the main duties and cannot be complete.
Tasks may arise which may not appear to fall within this job description.
You will be required to respond flexibly when adhoc tasks arise which are not specifically covered in this job description.
This includes additional duties which may arise from an operational perspective/best practice or from future legislation