Office Administrator emeis Ireland - Ballyhaunis, County Mayo From €13.50 an hour MAIN RESPONSIBILITIES Reception: 1. Answer incoming telephone calls, determine the purpose of the callers, forward call to appropriate personnel and departments. 2. Greet visitors and guests professionally, determine the nature and purpose of the visit, direct and escort the visitors/guests to the appropriate destination or waiting rooms. 3. Monitor visitors/guests access. 4. Collect, sort, distribute and prepare correspondence, mail, messages and courier deliveries. 5. Schedule appointments. 6. Provide a PA service to the Director of Nursing. 7. Carry out various ad hoc duties. Administration: 8. Prepare and issue regular Management Reports within the prescribed timescales. 9. Ensure accuracy and timely reporting of Payroll details to Head Office. 10. Maintain Staff attendance records and ensure accuracy of daily rota. 11. Maintain complete files for Residents and Staff Members in line with the Companys policies and procedures and H.I.Q.A. standards and regulations. All new employees must have a full completed recruitment checklist on file. 12. Provide administrative / secretarial support to the Home Manager e.g. typing, filing, dealing with correspondence etc, within given timescales. Minute Taking duties when required. 13. Operate office equipment such as fax, photocopier and computer as required. 14. Answer the telephone, respond to enquiries from Residents and Visitors at Reception, and re-direct enquiries in a friendly and efficient manner. 15. Maintain stationery supplies submitting purchase orders when required in line with purchasing policies. Assist with stock takes when required. 16. Order and maintain records of Staff Members uniforms, Key Fobs, Name Badges etc. 17. Facilitate the Purchasing Manager and Nurse Home Manager in providing required information to maximize price efficiencies and minimise costs. 18. Process receipts of monies against Residents accounts. Maintain records clearly 2 recording all cash transactions and organising lodgments in a safe and secure manner. 19. Prepare and submit relevant Resident financial information to the Head Office Accountant to ensure that invoices to Residents, the H.S.E. or persons so responsible are produced accurately and promptly. 20. Follow up settlement of same using manual records and specialised computer software. Liaise with and Head Office Accountant to resolve any outstanding issues. 21. Maintain an accurate record of all money held in site Safe on a daily basis and reconcile same on a weekly basis. Communication: 22. Participate in Staff and Resident meetings, as and when required and organise for the details of these meeting to be communicated to all relevant parties. Marketing: 23. Actively market the Nursing Home and promote a positive personal / professional profile within the local community, ensuring the good reputation of the Nursing Home at all times. 24. Show Visitors round the Nursing Home, in the absence of the Home Manager. 25. Prepare and display information leaflets and posters, send out brochures etc. as and when required. Training & Development: 26. Attend mandatory training days/courses, on or off site, as and when required and take responsibility for the record keeping of all training within the Nursing Home in a method agreed with the training Manager and the Nurse Home Manager 27. Maintain standards of professional knowledge and competence. Health & Safety: 28. Report immediately to the Home Manager, or Person in Charge, any illness of an infectious nature or accident incurred by a Resident, colleague, self or another. 29. Understand and ensure the implementation of the Nursing Homes Health and Safety policy, and Emergency and Fire procedures. 30. Report to the Home Manager, or the Maintenance Operative, any faulty appliances, damaged furniture, equipment or any potential hazard. 31. Promote safe working practice in the Nursing Home. General: 32. Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties. 33. Notify the Nursing Home Manager and Office Manager, as soon as possible of your inability to work, and also on your return to work from all periods of absence. 34. Ensure the security of the Nursing Home is maintained at all times. 35. Adhere to all Company policies and procedures within the defined timescales. 36. Ensure all equipment is clean and well maintained. 37. Maintain all filing in a tidy, easily accessible and organized manner. 38. Carry out any other tasks that may be reasonably assigned to you. Dress code is explained in detail at induction and it is essential that all members of staff comply with this at all times while working in the Nursing Home. SKILLS, KNOWLEDGE & QUALIFICATIONS Required: ? Good numerical and general administrative skills ? Knowledge / experience of Microsoft Office specifically MS Word, MS Excel and email ? Good communication and organisational skills ? Friendly, positive, confident, well-presented and customer-focused ? Professional telephone manner ? Genuine interest in working within a caring environment ? An appreciation of absolute requirement for confidentiality ? Team player ? Ability to work on own initiative ? Must provide Garda Vetting clearance in line with H.I.Q.A. requirements Desired: ? ECDL qualification or equivalent ? Qualification and or previous experience of accounting computer packages ? A knowledge and understanding of the legislation relevant to the role INDH Job Type: Full-time Pay: From €13.50 per hour Benefits: Bike to work scheme Company events Food allowance On-site parking Schedule: Day shift Monday to Friday Ability to commute/relocate: Ballyhaunis, CO. Mayo: reliably commute or plan to relocate before starting work (required) Experience: Microsoft Office: 1 year (preferred) Administration: 1 year (required) Work authorisation: Ireland (required) Work Location: In person