Job Overview To provide excellent administrative and customer service to all Ethos Nursing Home employees, residents and visitors.
To manage the administrative procedures within the home as directed by the PIC and to provide reception cover as needed.
To promote the Home and company to potential residents and their families, in a pleasant, caring and professional manner.
Reporting to The Person in Charge or designated person.
Duties Responsibilities will include, but not limited to Customer Service and Reception Responsibilities: Manage all telephone communications in line with Ethos policies, including call handling and transfers, accurate message taking, and scheduling meetings.
Provide comprehensive administrative and reception support as directed by the Person in Charge (PIC), acting as a professional and welcoming first point of contact for visitors, residents, and enquiries.
Promote the nursing home and the Ethos organisation to prospective residents and families in a courteous, compassionate, and professional manner.
Ensure all enquiries are handled, recorded, and resolved efficiently and within agreed timeframes, maintaining high standards of customer service at all times.
Provide clear guidance and information on the "Fair Deal" funding application process, along with relevant details about the nursing home to current and prospective residents and their families.
Conduct guided tours of the home for prospective residents and visitors, presenting the facility in a positive and informative manner.
Liaise closely with hospital discharge coordinators to communicate bed availability and admission requirements.
Support residents' daily needs by distributing post, newspapers, and Ethos newsletters in a timely and respectful manner.
HR Functions: Collaborate with the HR department to ensure compliance with statutory requirements and adherence to Ethos HR policies.
Complete all statutory requirements for new staff, obtaining sign-off on the HR checklist, and presenting it to the PIC for approval.
Schedule staff EDPs and probation assessments, sending reminders to the PIC when due.
Maintain up-to-date staff files, prepare a fortnightly schedule of hours for payroll, and keep accurate HR records through the Time Management System.
Attend meetings on HR matters, take minutes as needed, manage Altura training system administration, and provide support to the management team in various HR function aspects.
Financial and Procurement Functions: Establishing and maintaining comprehensive records for the Nursing Home, covering employee and resident details, financial transactions, and petty cash in accordance with internal procedures.
Processing supplier and customer invoices, managing cash collection and debtors, ensuring resident "Standing Orders" for fee payments, submitting monthly "Fair Deal" claims to HSE, and overseeing stationary stock.
Preparing financial reports, updating meeting documentation, managing aged debt reports, maintaining information boards, submitting advertising and events material to the Marketing Department, and providing support in event coordination and general administration.
Assist with special projects and assuming responsibility for specific project development, administration, and promotion, as required.
General Administration Ensure an available stock of resident folders at all times.
Prepare and edit letters, reports, memos, and emails.
Occasionally assist other nursing homes remotely with Administrator duties.
Plan for the completion of administrative tasks falling due during holidays.
Attend and actively participate in training and assessments to refresh or acquire new knowledge/skills.
Due to the nature of the business, maintain flexibility with rostered days and work hours.
Education Qualifications A qualification in Business, Administration, or Marketing is desirable-or be working towards one.
Prior administrative experience in a healthcare or residential care setting preferred.
Skills Experience Excellent organisational, communication, and interpersonal skills.
Proficient in Microsoft Office and Time Management Systems (TMS); Altura system experience an advantage.
Ability to multitask and prioritise in a dynamic environment.
Confidential, professional, and team-oriented.
A strong attention to detail, with excellent organisational and communication skills.
Key Competencies Strong time management and organisation Adaptability to change Problem-solving and decision-making Customer service excellence Collaborative leadership and mentorship Attention to detail and compliance Flexibility with scheduling to meet operational demands.
Commitment to maintaining professional dress code and hygiene standards.
Understanding of the importance of sustainability, cleanliness, and energy efficiency in the workplace.
General The following are required: compliance with Ethos' policies, participation in training, and flexibility with work schedules due to the nature of the business.
Dress Code The nature of our business requires high cleanliness and hygiene levels; employees must maintain a professional appearance and wear appropriate clothing and personal protective equipment (PPE) at all times.
Health Safety Environment Quality The candidate for and holder of this position must have good character, be in good health and free from any defect or disease which would hinder them unsuitable to hold the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
Promote a positive HSEQ culture and safe work environment in conjunction with the Ethos Health Safety Statement.
Accidents and incidents must be reported, and quality initiatives must be engaged with.
Accurate and timely written documentation is also required.
Sustainability The company values social responsibility and ethical conduct, including protecting the environment and benefiting communities.
To achieve this, the nursing home is expected to implement several measures, such as recycling, using energy-efficient bulbs, and reducing energy consumption by turning off gadgets and setting computers to power-saving mode.
Employees are also encouraged to suggest ways to reduce the carbon footprint in all departments.
Maintaining cleanliness and hygiene is crucial, and employees should wear appropriate clothing and personal protective equipment.