Job description
Office Administrator required for Maynooth Lodge Nursing Home.
Rate of pay, depends on experience, please note this is a Part-time role, Friday, Saturday and Sundays.
GENERAL RESPONSIBILITIES:
Administration (Finance/Payroll/etc.):-
- Managing resident listings.
- Supporting the follow up on overdue balances from residents.
- Invoice management.
- Vendor setup.
- Processing invoices for approval and payment.
- Check Ivalua (purchase order system) for receipts.
- Processing payment runs for vendors.
- Statement reconciliation.
- Month end reporting.
- Query resolution.
- Prepare and issue regular Management Reports within the prescribed timescales.
- Ensure Epiccare are updated with all relevant information on a daily basis.
- Maintain complete files for Residents in line with the Company’s policies and procedures and H.I.Q.A. standards and regulations.
- Process receipts of monies against Residents’ accounts. Maintain records clearly recording all cash transactions and organising lodgements in a safe and secure manner. Follow up settlement of same using manual records and specialised computer software. Liaise with Head Office to resolve any outstanding issues.
- Prepare and submit relevant Resident financial information to Head Office to ensure that invoices to Residents, the H.S.E. or persons so responsible are produced accurately and promptly.
- Provide administrative / secretarial support to the Home Manager e.g. typing, filing, dealing with correspondence etc, within given timescales. Minute Taking duties when required.
- Maintain stationery supplies submitting purchase orders when required in line with purchasing policies. Assist with stock takes when required.
- Facilitate the Purchasing Manager and Nurse Home Manager in providing required information to maximize price efficiencies and minimise costs.
- Management of resident accounts, including the following:
➢ Ensure residents listing is updated daily, including updating of changes in residents rates or terms (e.g. fair deal, etc), allocation of resident funds against accounts, etc
➢ Managing resident queries around statement balances, etc
➢ Ensuring debtors management is under control, including following up with any resident balances that are overdue for payment
➢ Issuing final accounts upon discharge / passing of a resident, to include refunds where applicable
➢ Liaising with solicitors where necessary in regards to resident accounts
➢ Liaise with pharmacies where required in regards to resident accounts
➢ Maintain clear records for all residents, including recording of all cash transactions and organising lodgements in a safe and secure manner
➢ Prepare and submit relevant resident financial information to the Head Office Account to ensure that invoices to residents, HSE, etc are produced accurately and promptly
➢ Maintain an accurate record of all money held in site safe on a daily basis and reconcile same on a weekly basis.
Reception (as required):
- Answer incoming telephone calls, determine the purpose of the callers, forward call to appropriate personnel and departments.
- 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.
- Monitor visitors/guests access.
- Collect, sort, distribute and prepare correspondence, mail, messages and courier deliveries.
- Schedule appointments.
Training & Development:
- 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
- Maintain standards of professional knowledge and competence.
General:
- Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
- 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.
- Ensure the security of the Nursing Home is maintained at all times.
- Adhere to all Company policies and procedures within the defined timescales.
- Ensure all equipment is clean and well maintained.
- Maintain all filing in a tidy, easily accessible and organised manner.
- Carry out any other tasks that may be reasonably assigned to you.
SKILLS
- Positive and compassionate attitude
- Ability to work in a high productivity environment
- Excellent communication skills to communicate with residents, staff and visitors
- Ability to answer multi-phone line
- Excellent inter-personal skills
- Excellent organisational and multi-tasking skills
- An ability to work on own initiative and to take ownership of the role
- Proficiency in all aspects of Microsoft office
- Team player
BENEFITS
- Comprehensive induction training provided
- Employee incentives & support
- Refer a friend bonus
REQUIREMENTS
- 1 year experience in a similar role
- Leaving Certificate standard of education is essential and ideally a further post leaving certificate qualification in reception duties
INDH
Job Types: Full-time, Permanent
Pay: From €14.00 per hour
Benefits:
- Bike to work scheme
- Company events
- Employee assistance program
- Food allowance
- On-site parking
Work Location: In person