Administration Assistant Grade IV

BROTHERS OF CHARITY SERVICES IRELAND - SOUTH EAST REGIONQualifications and Particulars of EmploymentPermanent Full Time Administration Assistant – GRADE IV1.    Tenure of EmploymentThe post is a permanent full time post (70 hours per fortnight).  Compulsory Retirement age is 70-years.2.    Qualifications and ExperienceThe appointee should have: (a)    A medical secretary qualification or equivalent.(b)    Excellent typing skills, data entry and demonstrate proficiencies in Microsoft office – Microsoft Word, Excel and PowerPoint.(c)    At least 3 years administrative experience to discharge the functions of the post in a satisfactory matter is essential. Experience in a similar setting would be an advantage.(d)    Effective communication, inter-personal, and team working skills.(e)    Excellent organisational and co-ordination skills.(f)    Ability to maintain a high level of confidentiality.(g)    Commitment to teamwork.(h)    Confident, interested and enthusiastic and possess a friendly and positive approach to people supported by the services and staff.(i)    Ability to be flexible and work on your own initiative.(j)    Possession of a “B” class clean Irish Driving Licence is essential3.    RemunerationSalary Scale (Clerical Grade IV):€33,422, €35,512, €36,351, €38,471, €40,413, €42,112, €43,756, €45,975, €47,587, €49,210, €49,210, €49,210, €50,714, €50,714, €50,714, €52,253All new entrants to the Public Service will start at the first point of this scaleSuccessful candidates are required to submit all documentary evidence outlining any relevant experience within 3 months of your starting date.  Failure to produce this will mean that you will receive any incremental credit (if applicable) from the date of submission of documents.HealthThe successful candidate must be free from any condition, which would render him/her unsuitable to hold the appointment, and must be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.  To satisfy this qualification, the successful candidate will be required to undergo a medical examination by the Occupational Health Nurse/Physician.  DutiesThe general duties of the appointment are as described in the attached Job Description.A short list of candidates to attend before the Selection Board will be prepared by the selection Board from an examination of statements of qualifications furnished by the candidates.The person appointed will be required to provide their own transport during the duration of employment and will be paid travel expenses at the appropriate rates in respect of travel necessarily performed in the discharge or his/her duties.  The based for this purpose will be the location to which the appointee is assigned.Note re CanvassingAny attempt by candidates themselves or by any person(s) acting at their instigation directly or indirectly, by means of written communication or otherwise to canvass or otherwise influence in the candidate’s favour any member of the staff of Brothers of Charity Services South East or person nominated to interview or examine applicants, will automatically disqualify the candidates for the position they are seeking.*A panel may be formed for Permanent and  Temporary, Full and Part Time vacancies for the Waterford Services for a period of 6 months.Closing Date for receipt of completed Applications Forms/CV’s on-line is Wednesday 26th September 2024Shortlisting of candidates is on the basis of the information contained in their application form & CVThe Brothers of Charity Services Ireland is an equal opportunities employer.BROTHERS OF CHARITY SERVICES IRELAND - SOUTH EAST REGIONWATERFORD SERVICESJOB DESCRIPTIONTitle:            Permanent Full Time Administration Assistant (Grade IV)Reports to:    Office Manager, Waterford Services, or such other authorised person as the Employing Authority may designate.Accountable to:    Regional Services Manager, Waterford Services or such other authorised person as the Employing Authority may designate.The Congregation of the Brothers of Charity is a religious voluntary organisation, founded in 1807 by Canon Peter Triest, to provide a Christian response to a variety of needs in society.  ETHOSThe core values of our services have always been the dignity and humanity of each person.  How these are expressed has evolved over time with our greater understanding of the rights of all people with a disability, with the changing hopes and expectations of the individuals and families with whom we work, and with the growing expertise of all associated with our services.DUTIESThe person appointed to the post will be required to take an active part in ensuring that the day-to-day operations of the Service reflect the ethos and vision of the Brothers of Charity Services and that all co-workers are meeting the needs of the service users therein.  The person appointed should have the ability to contribute proactively as a member of a team and contribute positively to the ongoing development of effective teamwork.The person appointed will work as a member of the team in Lisduggan, Child & Family Services with primary responsibility for delivering administration support to this area.  Subject to the agreed policies and procedures of the Brothers of Charity Services Ireland, South-East Region the person appointed shall be responsible for the following: - Advocacy and Rights1.    Uphold and respect the human, legal and constitutional rights of each service user, recognising their individuality and equality, and empowering them to grow, thereby achieving the highest possible level of personal autonomy;Administrative Duties1.    Administration support to the Consultant Psychiatrists.  Patient appointments scheduling, telephone queries, medical reports, transcribing medical reports, screening mail, liaising with Families, staff and management.  Taking minutes of meetings.  Filing.2.    Administration support to the Management and Monitoring Team.  Logging of Client Protection 1 forms received to Designated Officer’s Register.  Transcribing of reports.  Filing.  Taking minutes of meetings.3.    Administration support to the Enrolment Team.  Taking minutes of meetings.  Typing of letters regarding Applications for Services.  Filing.4.    Be proficient in the operation and use of computers and computer packages, in particular, Microsoft Office Professional Software including Word, Excel, and PowerPoint and comply with obligations under the Data Protection Legislation.5.    Collate and compile the psychiatry accounts for all HSE agencies, as required.6.    Have the ability to organise and use time effectively and efficiently and the flexibility to meet deadlines.7.    Ensure all telephone / Email communications are handled in a professional and courteous manner.8.    On a daily basis deal with routine telephone queries from staff, management, General Practitioners, Consultants, patients and families.  Deal with non standard telephone call from families/support workers (non-standard are where the caller relates that either they or another person is one of the following: Hopelesss/Aggressive/Suicidal9.    Responsible for having all relevant case file available for review by the psychiatrist along with relevant current information relation to the person requiring support – daily basis.10.    Organise and schedule the Consultant Psychiatrists diaries for BOCSE Clinics and external HSE Clinics (Regular and Emergency Clinics).11.    Responsible for ensuring that the Psychiatry Department written referrals (urgent and non-urgent) are managed in an efficient manner by following protocols in relation to same.12.    Update and maintain the Psychiatry Department Referral Waiting List database following triage of referrals by the Consultant Psychiatrists.13.    Be the first point of contact for all callers (professional and non-professional) to the Psychiatry Department, liaising with General Practitioners, Specialised Nurse Practitioners, Services Managers, Team Leaders, Families, Day and Residential Staff concerning clinical referrals.14.    Ascertain from the caller clinical collateral which must be related to the Psychiatrists in order that the most appropriate outcome is achieved for the person requiring support.15.    Carry out all transcription typing/word-processing duties proficiently, with particular attention to accuracy and presentation.16.    Take minutes at Mental Health Clinics attended by a number of Multi-Disciplinary Team Members, Family Members, Services Manager and day and Residential Services Staff.17.    Carry out all transcription/work processing duties required by the Designated Person in relation to daily Abuse Allegations/Investigations.18.    Compile monthly statistical data for the Designated Person and yearly end of reports in relation to allegations of abuse throughout the year.19.    Create the agendas and take minutes at Management and Monitoring Meetings attended by a number of Multi-Disciplinary Team members, Services Managers, Regional Manager and chaired by the Designated Officer.20.    Record and maintain all Client Protection 1 Forms on the Brothers of Charity Services South East Monitoring Register.21.    Responsible for sending information to the HSE/An Garda Siochana/Tusla and recording the date this information is sent as proof that these matters were addressed within the timeframes allocated for same.22.    Photocopying, filing and maintenance of designated records and folders as required.23.    Responsible for the creation, distribution and management of correspondence to and from families/external organisations regarding applications for placement/services with the Brothers of Charity Services South East.24.    Create the agendas and take minutes at Enrolment meetings attended by a number of Multi-Disciplinary Team members, Services Managers and chaired by the Regional Manager.25.    Provide administrative support to Psychology Team members and to Social Work Team Members.  Typing reports for relevant Psychologists and Social Workers when required.26.    Manning main switchboard and reception area when required.  Franking general office post when required.  Actioning general queries from in-house staff and general public when required.27.    Plan the monthly and yearly Consultant Psychiatrists schedules.28.    Plan weekly clinics.29.    Co-Ordinate Multi-Disciplinary Team Meetings with the Psychiatrists.30.    Liaise with Services Managers, Team Leaders, Team Members, Clinical Nurse Managers, Office Managers, Heads of Departments, outside agencies, families and clients who look for direction in relation to various matters.31.    Draft the agenda for the Management and Monitoring Team Meetings.32.    Be responsible and accountable for all duties carried out.Communication1.    Ensure that good and respectful communications and relationships are developed and maintained with;a)    all people who use services and their familiesb)    all staff members within the organisation,c)    visitors, volunteers and other such personnel who visit programme areas, d)    customers/purchasers of products produced.2.    Liaise with personnel in other programmes as necessary.3.    Communication within Lisduggan Lodge and to provide administrative support to ensure the smooth running of the teams in the above post and to ensure the line manager is kept informed of any issues.4.    Teamwork with all staff within Lisduggan Lodge and to contribute to a good working environment and to build and maintain an effective and approachable working relationship.Training and Development1.    Be responsible for identifying personal training and development needs and communicating them with your line manager.2.    Attend mandatory training courses and achieve required standardHealth & Safety1.    Be conscious of health and safety matters in the work place and in particular to comply with employees’ obligations as set out in the Safety, Health and Welfare at Work Act, 2005 and to ensure that the procedures set out in the Safety Statement are implemented at all times;2.    Report accidents/irregularities or other matters of safety concern immediately to the Office Manager, or such other person as the Employing Authority may designate;3.    Carry out regular safety audits and fire drills as required.4.    Be aware of and become familiar with security procedures relating to the premises and ensure that exits are secured as required at the end of each working day.5.    Be conversant with existing fire regulations and emergency procedures and participate in the implementation of same.6.    Identify risks, asses and document appropriately keeping Cairdeas Services Manager, Waterford Services informed of any irregularities.FlexibilityEmployees are expected to have a high level of flexibility and a willingness and ability to develop new approaches to their work. Duties and responsibilities of any post in the Services are likely to change with the ongoing needs and developments of the Services. Employees will therefore be required to carry out such other duties appropriate to their employment as may be assigned to him/her from time to time.  ConfidentialityIn the course of the employment the appointee may have access to, or hear information concerning the medical or personal affairs of service users and/or staff, or other health service business.  Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning service users, staff, or other health service business be divulged or discussed except in the performance of normal duty.  In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.