Receptionist/Administrator Balbriggan (Maternity Cover)

Receptionist/Administrator | Moorehall Lodge Balbriggan, Bath Road, Co. Dublin Moorehall Lodge Balbriggan, is a purpose-built nursing home located in Balbriggan, Co. Dublin We are committed to enhancing the quality of life for all our residents. This is achieved by living our core company values in relation to communication, respecting residents’ rights, choice, and individuality, promoting their independence and collaborating with our many community partners. It is our mission to ensure that residents feel valued and loved within their homes. Our strong family ethos and team of talented, diverse, and caring colleagues is central to the creation of a supportive and nurturing environment that creates a strong sense of home for our residents. Our core company values: Communication | Privacy, Respect & Dignity| Choice | Independence | Individuality | Rights | Community Partnership Moorehall Lodge Balbriggan, (part of the Virtue Integrated Elder Care Group), provides a positive living experience for people in a place they can flourish and call home. We are delighted to invite suitable candidates to apply for a full-time Receptionist/Administrator (Maternity Cover).Moorehall Lodge Balbriggan’s Receptionist/ Administrator reports directly to the Director of Nursing . On a day-to-day basis, they will be required to be responsive to the directions of the DON/ADON/CNM. They are responsible for the day to day administration and front of house duties to support the Director of Care in the efficient management and administration of Moorehall Lodge Balbriggan. Reception and Front of House Duties:·       Providing a welcoming, friendly and professional service to residents, families and other visitors to Moorehall Lodge Balbriggan·       Managing the front of house reception area in line with the needs of Moorehall Lodge Balbriggan and in line with GDPR requirements·       Ensuring the main reception area is kept clean and tidy·       Developing and maintain high standard front office systems·       Answering telephone calls and dealing with face to face enquiries·       Ensuring telephone, email and all other queries and redirect as appropriate ensuring messages are passed on to the relevant people in a timely manner.·       Organisation of daily newspapers for distribution·       Sort post to ensure timely distribution and to ensure that important information is brought to the attention of the relevant person.·       Assist in the preparation and co-ordination of communications to staff and families including group text messaging service.·       Ensure the information on the group text messaging system is accurate and up to date in relation to both staff members and residents’ next of kin. ·       Maintain the filing/documents handling system for Moorehall Lodge Balbriggan and keep a Visitors Book.·       Manage stationery supplies ·       To book taxis as appropriate and ensure taxi forms are completed and forwarded to the Account Office.·       Report issues to the Maintenance TeamSupporting the administrative function of Moorehall Lodge Balbriggan:Liaise with DON/ADON/Care Manager regarding new admissionsPrepare Admission Pack and ensure that all relevant documents (contract of care, privacy notice, financial information) are sent to and received from the Resident and their Next of Kin before admission.Explain all financial charges and potential financial charges to familiesEnsure that all relevant documents are signed by the appropriate person and returned to Moorehall Lodge Balbriggan (direct debit mandate, contract for care etc)Maintain a Log of contracts for care and carry out periodic audits.Complete admission checklist and set up residents on relevant software such as EpicCare.Ensure residents’ information on EpicCare is complete, accurate and kept up to date Record and update bed occupancy daily and ensure residents rooms list and temporary absence records are kept up to dateEnsure the Fire Safety folder is updated weeklyEnsure the HIQA Folder in Reception is kept up to dateProvide administrative and secretarial support to the Director of Care/ ADON / Care Managers as requiredFinance:Update the Hairdressing spreadsheet on a timely basisUpdate newspaper requests by residents on the daily excel sheet and reconcile to supplier invoiceMaintain petty cash sheet on Public Drive and reconcile petty cash balanceReceive and record resident payments, and update/reconcile lodgement sheet on Public DriveManage cash lodgements and prepare monies for banking at Moorehall Lodge Balbriggan’s BankUpdate Social Club from payroll reports supplied from Finance SectionStaffing / HR·       Assist the HR with management of statutory leave processes including Maternity Leave, Additional Maternity Leave, Paternity Leave, Carers Leave etc·       Ensure all sick certificates received are sent to the appropriate departments and entered onto an appropriate spreadsheet .Rosters/Payroll Management Adjust the duty roster to reflect changes madeManage and be responsible for OT anomaly managementDealing with Staff queries in relation to clocking in/out issues, holiday hours, roster and escalating these if necessary Record KeepingOverall responsibility to ensuring that all documents are archived in line with protocol and that the master index is maintainedFlagging of documents to central finance on a quarterly basis to be destroyed following relevant legal timeframe Ensure all resident filing is kept up to date as required. Essential Criteria's:Leaving Certificate Post Leaving Certificate education and or /training in secretarial, administration or business related disciplineExcellent communication skillsEligibility to work in IrelandDesirable:Minimum - 1 Year relevant experience Previous experience in a residential care facility or other healthcare service   What we offer:Excellent pay ratesContinuous Training and DevelopmentCareer Advancement OpportunitiesEmployee Assistance ProgrammeReferral ProgrammeFree ongoing training and developmentFree on-site parking Why work for us?Teamwork and excellent provision of care are our trademarks. We offer flexible work practices, a friendly and homely working atmosphere, promotional, learning, and developmental opportunities. We pride ourselves with exceptional resident care which stands at the forefront of our core values. Moorehall Lodge Balbriggan is an equal opportunities employer.