Community Administrator Fixed Term Dingle

CCOI Seek Administrator for Dingle Co Kerry Fixed Term 6 Months Purpose of PostThe primary purpose of this role is to ensure the post holder will provide a professional administrative service in support of a range of activities within Camphill Community and support the management team. They will be responsible for Financial, Payroll, HR, Training and ancillary activities. Key ResponsibilitiesThe principle duties and responsibilities of the posts may include but are not limited to the following:Financialo Petty cash management for all departments across the community o Purchase management / preparation for approval by PICo Purchase order system / uploading invoicing to national system/ planning purchases against budget.o Monthly reconciling of Community Members with Support Needs (CMSN) accounts in strict adherence to company policy and procedureo Maintaining relationships with customers and suppliers and dealing with queries HR functions:o Responsible for recruitment and advertising of vacancies through the Occupop Systemo Support in shortlisting and arranging interviews for potential candidateso Responsible for onboarding of all new staff in strict adherence to company policy and procedure.o Complete and maintain all Personnel and HR files for all staff including agency staffo Responsible for the Garda vetting for all staff and the renewal of sameo Responsible for keeping the HR database (TMS) and employee information systems up to date to ensure data integrity and qualityo Managing leave, following up on all HR functions of recruitment, recording and following up on sick leave, statutory leave etc.o Ensure all staff supervisions are on fileo Ensure all staff probationary reports are on fileo Ensure return to work interviews are conducted and on fileo Track the induction process and ensure on file for all staffo Management of schedule 2 HIQA file requirementso Responsible for organising and recording of all staff mandatory trainingo Audit of HR files.o Support to HR processes – TIC / Disciplinaries.o Support to STVs, local support to new arrivals, and on-going ref health, travel.o Maintenance of staff data base in line with GDPR regulations Payroll & Rosterso Proficiency in Payroll software to ensure that staff have correct details within the TMS systemo Preparation of fortnightly payroll and submission of weekly time and attendance details to Payroll departmento Management of resolving payroll discrepancies and querieso Assist with staff rota’s and rosterso Assist with the review of rosters and planned agency useo Arrange cover for rosters gaps Other dutieso Work as part of a team ensuring all tasks are completed efficiently and to the highest standardo Coordinate the reception area of the Community efficientlyo Managing incoming calls, messages, ensuring records are filed as appropriate in hard copy and/or electronic versionso Attendance at meetings and minute takingo Support the completion of reports, returns and Notifications to HIQA HSE and CCoIo Ensure the Directory of Residents is maintained and updatedo Supporting the rollout of fundraising, open days, and community festivals and cultural eventso Point of contact for day to day management. o Ensuring all maintenance requests are approved by PIC and uploaded to Affinity Systemo Support to community in appointments with GP, and other clinical appointments – support for transport for same.o Maintain driver files, vehicle records and order toll tagso Overseeing transport management and maintenance records.o Community connector – key relational person in building local connections for the community.o Assist the Person in Charge with all administration to ensure an efficient system of tracking all residents from referral to discharge. o Provide activity reports to National Office, as required.o Maintain records of all residents for future reference. o Assist in the production of reports when requested by Head of Services.o HIQA documentation, scanning, sending, recording and filing.o Be responsible for the efficient organisation of office procedures, including ordering of stationery, maintenance of office equipment etco Any other duties which may be assigned by time to time by the PIC or designateQualifications, Knowledge & Experience:•    Minimum leaving certificate required•    Third Level or Business Administration course desirable     •    At least 1 years’ experience working in an administrative capacity•    Strong accuracy and attention to detail; good organisational and analytical skills; good working knowledge of Microsoft Word and Excel, SharePoint, OneDrive and other Office software•    Excellent interpersonal skills – approachability, friendly manner, active listener. Respectful of confidentiality•    Be a positive, organized individual who is reliable and self-motivated•    Demonstrate a flexible and adaptable approach to meeting the objectives of the job and respond to changing needsWhat we offer:·    Competitive salary·    Pay scales·    Career progression opportunities·    Work/life balance·    Paid annual leave·    Refer a friend scheme·    Employee Assist Programme offering advice and counselling·    Death in Service Benefit·    Paid mandatory training·    Paid travel expenses Details of the Role:Salary Scale:   Grade 3 (Scale €30,285- to €41,092) based on 40 hours per week (Pro Rata 30 hour Contract) – commencing on the first point of the scaleLocation:       Camphill Communities Dingle Co Kerry Contract:      Part Time 30 hours per week contractClosing date:  8th May 2024Please note all posts are subject to Garda Vetting relevant Police check for any country of residence of over 6 months from age of 18 and reference checking. Camphill is an equal opportunities employer