CLINIC OPERATIONS AND HR ASSISTANT
THREE YEAR FIXED TERM
The Dublin Well Woman Centre is a leading provider of women?s sexual
and reproductive health care, delivering healthcare and counselling
services to over **Apply on the website**,**Apply on the website**
women annually from all over Ireland from its three Dublin clinics.
As part of the administration team, in a ?hands on? role you will
be responsible for supporting the operational management of the Dublin
Well Woman Centre?s three clinics, and for all of the administrative
functions necessary to underpin effective clinic management and
service delivery.
The successful candidate will be a self-starter who works well on
their own initiative, who can work in a flexible working environment,
and who welcomes the challenges that will come in shaping delivery of
best-in-market women?s health services.
The Dublin Well Woman Centre promotes a healthy work-life balance and
is an equal opportunities employer.
JOB TITLE:
Clinic Operations and HR Assistant
REPORTING TO:
The Operations Manager
SALARY RANGE:
?**Apply on the website**,**Apply on the website** - ?**Apply on
the website**,**Apply on the website**
OVERALL PURPOSE OF THE JOB:
Administrative support and co-ordination of key functions necessary to
ensure the three clinics are running effectively and efficiently. You
will be responsible for a number of weekly and monthly clinic
administration functions, as well as for working on annual and
once-off projects and initiatives, and for supporting the Dublin Well
Woman Centre in meeting its various Human Resources obligations. You
will also receive training needed in order to step in and provide
occasional Reception coverage on an as-needed basis.
Reporting to the Operations Manager, you will ensure all necessary
administrative and operational ? both paper-based and IT - systems
are in place in the clinics to support the delivery of services.
KEY RESPONSIBILITIES OF THE CLINIC OPERATIONS AND HR ASSISTANT:
_ADMINISTRATION:_
* Manage stationery, household and equipment supplies in the three
clinics, including ordering necessary office, kitchen and consumable
supplies, and any necessary follow-up with suppliers of goods and
services.
* Co-ordinate the maintenance of clinic equipment (eg, annual
servicing of autoclaves), and liaise with any third-party maintenance
contractors in respect of work needing to be done in the clinics,
including getting quotes and confirmation of insurance, etc.
* Co-ordinate archiving / shredding in the clinics, as needed.
* Along with the Operations Manager, daily cash reconciliation, and
weekly sales / activity figures for the clinics. Carry out bank
lodgements, as needed
* Co-ordinate the Complaints handling process ? includes
recording, tracking responses are issued in line with the DWWC?s
complaints policy, and liaising with the Head Office Administration
Assistant in respect of maintaining the file
* Filling in on Reception in cases of absence due to leave by
Reception staff
* Assist in stock ordering and stock management systems in the
clinics, including checking-in and storage of stock
* Attend and report to meetings of the Management Team, if needed.
* Any other duties or once-off projects as may be identified and
agreed.
_HUMAN RESOURCES:_
* Weekly and monthly recording of A/L, S/L, Study Leave and TOIL in
respect of all clinic staff for Payroll Department
* Preparation of occasional reports on same for the Operations
Manager and / or Chief Executive.
* In consultation with the Operations Manager, prepare and process
Garda vetting applications in respect of new clinic staff, and liaise
with the Head Office Administration Assistant in respect of
maintaining the file
* Consult with staff around Health and Safety, including some
research to keep in line with HR requirements
* In consultation with the Operations Manager, prepare monthly
clinic rosters.
* Annual update of staff emergency contact information, annual
updating of all medical / nursing / counselling staff insurance
records (in conjunction with the Payroll Department)
* Co-ordinate all administrative tasks around recruitment processes
for clinic staff, including acting as the contact point between DWWC
and applicants, setting up interviewees, posting job advertisements,
etc
* Prepare induction schedules for new clinic staff, including all
documentation necessary for new hires, preparation of Induction Pack.
Diary probation meetings, notify relevant Line Manager, and ensure
documentation is added to HR files.
* Liaise with Head Office Administration Assistant to ensure all
employee files held in Head Office are up to date
* Working with the Head Office Administration Assistant, assist in
implementation and ongoing administration of annual Performance
Management system, including ensuring all interim performance review
meetings are documented and filed, copied to the relevant employee?s
hard copy and online file, etc
* Update existing staff files held in Head Office (liaising with the
Head Office Administration Assistant). This will include ensuring all
Study Leave and Study Allowance requests are filed.
* Research on new and changing HR policies, to ensure the Staff
Handbook is up to date
* Other occasional HR-related tasks as may arise
EXPERIENCE & SKILLS
_EDUCATION AND EXPERIENCE PROFILE:_
* A minimum of two years of administrative experience
* A primary degree or vocational qualification in a related field
will be beneficial
* Strong knowledge of MS Office suite
* Excellent Excel and report-writing skills are essential
* Ability to work as part of a team to achieve set goals
* An awareness that the DWWC, though functioning in the social
economy, nonetheless must run as a not-for-profit business, with
appropriate policies and protocols
_SKILLS SUMMARY:_
* Results orientated, flexible as to location, resourceful and
self-motivated with the ability to manage multiple deliverables.
* Attention to detail, and accuracy, is essential, as is
confidentiality, tact and discretion
* Process improvement experience desirable
* Strong customer service focus and a commitment to excellence.
* Strong verbal and written communication skills.
* Strong numerical / numeracy skills are essential
* Resilience and the ability to work in a sensitive area of
healthcare
* Ability to work independently and adhere to tight deadlines.
* Previous experience researching and editing procedures a distinct
advantage
APPLICATIONS TO **APPLY ON THE WEBSITE** CLOSING DATE CLOSE OF
BUSINESS, MARCH **APPLY ON THE WEBSITE**TH **APPLY ON THE WEBSITE**
We need : English (Good)
Type: Permanent
Payment:
Category: Health
