OFFICE MANAGER CHO 2 - LOUGHREA
(OPEN TO PUBLIC COMPETITION)
ABOUT US:
Family Carers Ireland is _the _national charity supporting over
**Apply on the website**,**Apply on the website** family carers across
the country who dedicate their lives to caring for loved ones such as
children or adults with physical or intellectual disabilities, frail
older people, those with palliative care needs or those living with
chronic illnesses or addiction.
We provide a range of services and supports for family carers through
its **Apply on the website** resource centres nationwide.
-------------------------
ABOUT THE ROLE:
Family Carers Ireland wish to make the following appointments;
ROLE: Office Manager CHO 2
REPORTING TO: Home Services Manager CHO 2
LOCATION: Family Carers Ireland, Barrack Street, Loughrea, Co Galway.
In line with Covid-**Apply on the website** guidelines, the successful
candidates may also be required to work from their home in the short
term.
CONTRACT DURATION: Permanent
HOURS PER WEEK: Full time - **Apply on the website** per week. The
normal working hours are 9 am to 5.**Apply on the website** pm (Monday
to Thursday) and 9 am to 5 pm (Friday).
The Office Manager CHO 2 will deputise for and oversee all office
activities as required by the Home Services Manager and will
effectively lead a small administrative team. The Office Manager CHO 2
will have overall responsibility for ensuring key scheduling tasks and
administrative duties are completed. They will also be responsible for
ensuring that all administration related to the efficient running of
the office is carried out in a timely and effective manner.
DUTIES & RESPONSIBILITIES:
The Office Manager CHO 2 will have responsibility for the following
tasks:
HOME SUPPORT SERVICES
* Work closely with the Home Services Manager to ensure all service
deliverables are achieved with particular emphasis on scheduling.
* Deputise for the Home Services Manager as required.
* Lead nationally from an administrative perspective on a specific
Regional or national administrative process ? e.g. Invoicing,
Verification/Roadrunner App, Recruitment, Quality.
* Support the Administrative function in managing Accidents,
Incident and Complaints.
* Implement an action/solution-based communication model in
Administrative and Home Services Officer (HSO) teams.
* Promote a culture of continuous improvement.
* Minute staff meetings and follow up on appropriate action as
designated by the Home Services Manager.
* Be the initial point of contact for Administrator and HSO queries.
* Ensure all referrals from the HSE are responded to within the
specified timeframe.
* Liaise with Home Care staff to determine their capacity to fill
packages and roster them accordingly.
* Ensure all calls are covered and that all relevant staff are fully
informed of any difficulties that arise.
* Liaise with families and HSE, as appropriate to inform them of any
potential rota changes.
* Comply with all internal procedures for the processing of
invoices, timesheets etc. and work closely with the Finance department
to ensure workers are paid correctly and invoicing to HSE is accurate.
* Responsibility for all purchase ordering is in line with the
Organisation?s policies and procedures.
* Perform administrative duties and provide support to the Home
Services Manager, such as filing, faxing, and photocopying, typing,
contacting staff through email or text.
* Ensure clear and prompt communication with Home Care Workers
through text, email, telephone and the Roadrunner App.
* Create and maintain staff and client files in line with Family
Carers Ireland policies and procedures.
* Liaise with HSE counterparts and maintain clear lines of
communication.
* Facilitate Home Care Worker interviews with the Home Services
Manager.
* Facilitate employee induction with incoming Home Care Workers.
REPORTING
* Compile monthly reports as requested by internal managers and
external stakeholders.
* Ensure all financial activity is performed in line with Family
Carers Ireland policies and procedures.
SYSTEMS AND DATABASES
* Data entry onto various IT systems and databases
HEALTH & SAFETY
* Ensure the Organisation?s Health and Safety policy and procedures
are adhered to in the assigned area.
TRAINING
* Organise staff training as required.
PERFORMANCE MANAGEMENT
* Participate in the Organisation?s Performance Management
programme.
POLICIES & PROCEDURES
* Adhere to the Organisation?s policies and procedures.
OTHER DUTIES
* Undertake other duties as may be required and assigned by the
Organisation from time to time.
ROLE CRITERIA:
The Office Manager CHO 2 must possess the following qualifications,
skills and experience;
* Must be educated to Leaving Cert level (or equivalent) and pursued
further studies in Office Administration or IT ideally to a minimum
Level 6 standard.
* Experience of staff scheduling and resource planning.
* At least?3 years? experience working within a busy office
environment is essential.
* Knowledge and understanding of Home Support Services/Home Care is
desirable.
* Strong IT aptitude essential with advanced MS Office skills,
especially in MS Word and Excel
* Experience working with IT systems is essential.
* Has previously worked in a highly confidential environment.
* Fluency in English, written and verbal.
* Excellent communicator.
* Problem solver.
* Flexibility in attitude and approach to the job.
* An ability to multitask and have excellent attention to detail.
* Exceptional organisation and planning skills with the ability to
manage multiple projects to deadlines and keep stakeholders informed.
* A willingness to learn and a desire to implement a culture of
continuous improvement within their team.
* A willingness to help out other colleagues.
* A strong work ethic is essential.
* Willingness to travel and do some evening work when required.
* Excellent people skills with an ability to work well with others.
* Strong facilitation and presentation skills.
APPLICATION PROCESS
Applicants are invited to submit their up-to date CV and cover letter
to **Apply on the website** no later than MONDAY, MAY 3RD **APPLY ON
THE WEBSITE**.
_FAMILY CARERS IRELAND IS AN EQUAL OPPORTUNITIES EMPLOYER_
We need : English (Good)
Type: Permanent
Payment:
Category: Health
