Scheduler

The Company:Barróg Healthcare is a family run organisation based in Dublin with services nationwide providing residential care and day packages nationwide to enable people who need support across the areas of mental health, disability, aftercare, transitional and mainstream social care. Our programmes are built around our central philosophy; to embrace the possibilities for each person in our care and work with support agencies and local community groups to grow and foster independence towards an outcome of social interaction and purposeful contribution, celebrating the best of each person’s ability. We pride ourselves on working to support and champion both our service user’s and staff and welcome applications from any person that feels they would be a good fit within our organisation. Job Title: Scheduler– Cork Applications considered via: E-mail, recruitment@barroghealthcare.ie Application format: Please submit a cover letter explaining your suitability for the role and current CV for considerationClosing Date for Applications: TBCProposed Interview Dates: TBCContact for Enquiries: recruitment@barroghealthcare.ie Location of Post: This post will be based in our office in Cork City with (paid) travel between Cork and our Dublin HQ being required on a bimonthly or less frequent basis.Reporting Relationship: The Scheduler report to the Operations Manager.Salary: € 35 to 40k Dependent on ExperienceJob Type: Full time, permanent.Probation: 6 monthsAnnual Leave: TBDHours of work: 40hrs over 5 days per week, Mon – Fri The Package:·        Competitive salary with annual review·        Personal pension scheme (PRSA)·        Flexibility on working hours ·        Access to Cycle to Work Scheme ·        Tax free bus / luas / rail / coach tickets to assist with travel costs to and from work ·        Access to 24hr Employee Assistance Programme·        Training and development provided ·        Support for further education·        Refer a friend bonus·        Promotion and development opportunities·        Discounted driving lessons Purpose of Role: The Scheduler will manage our operational team placements matching the most suitable employee’s availability with the client needs. They will take ownership of the scheduling function for Barrog Healthcare.They will also assist in ensuring the proper flow of office procedures and support the management team in the delivery of services to our client base. This will necessitate comprehensive familiarisation with the work of the company, its referral agents, and the service demands of the client group. Main Duties and ResponsibilitiesSchedulingTake ownership of the scheduling function for Barrog Healthcare Maximising resources & scheduling efficiency to increase business opportunityCoordinating employee’s schedules dailyMeeting and familiarizing yourself with the employee team to enhance the client and employee matching processReporting on the scheduling functionHighlighting issues as they arise to relevant managementDeveloping the scheduling function and driving improvement and developmentMonitoring, mediating and logging both Client and team member concerns.Effectively managing and developing excellent relationships with the team and ClientsCoordinating and maintaining a complete Client service schedule using our scheduling software via Bright HRAccurately entering and maintaining Client and employee recordsCoordinating and checking the monthly timesheet submission for the Cork serviceDealing with emergency situations decisively and effectivelyAdministration ·        Oversee the administration processes for Cork including line managing relevant personnel ·        Take ownership of resource (equipment & supplies) & fleet management for Cork alongside the office administrator·        Support the timesheet and payroll processes for Cork·        Assist in preparation of financial reports, support the team in the co-ordination, petty cash reconciliation.·        Manage correspondence by answering e-mails and sorting mail.·        Draft, format and print documents as requested.·        Attend meetings and take minutes as needed.·        Support the recruitment process including managing applications and scheduling & attending interviews in conjunction with management·        Maintain a positive and friendly company image by acting as first line contact to visitors, Customers, in person, online and via telephone.Answering incoming calls in a friendly, professional, and knowledgeable manner.Clients & Business ·        Develop a comprehensive awareness of the work of the company in order to respond to  queries/potential referrals.·        Familiarise with the policies and procedures of the company as they relate to its work.·        Support the Team Leaders in the creation of accurate records/files as requested. This to include collation of reports, correspondence, risk assessments, significant event forms, progress records, and financial requests/outlay in relation to clients including upload of the same to Views. ·        Assist in the preparation of professional reports to statutory/referral agencies, including weekly and monthly reports.·        Attend workshops/conferences as requested.·        Be willing to undergo further training as it relates to the role.·        Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated B.H.C. Services protocols for implementing and maintaining these standards as appropriate to the role. Eligibility Criteria  Qualifications and /Experience•                    Must have experience working with scheduling / rostering and be comfortable working in a fast-paced environment•                    Must have proficient IT skills including a working knowledge of Microsoft Packages - Excel and Word and in particular must be comfortable working with spreadsheets•                    Must have extensive administrative, HR or office support experience, ideally within a social care / health or disability environment•                    An appropriate qualification in business / office skills will be an advantage•                    Advantageous to have experience in people management (at least 1 year)Health: A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.Character: Each candidate for and any person holding the office must be of good characterAge: A candidate must be under 66 years of age. Skills, competencies Professional Knowledge ·        High level of competence with Microsoft packages (Word, Excel, Power point)·        Comfortable working with IT systems necessary for the role·        Experience working as a scheduler (at least 1 year) ·        An awareness of responsibilities under GDPR legislationCore Aptitudes ·        Organisational skills·        Multi-tasking·        Communication Skills·        Interpersonal Skills·        Problem Solving Skills·        Innovation·        Computer Skills·        MotivationSpecial Competencies ·        Time Management Skills·        Decision Making Skills ·        Interest / Enthusiasm ·        Ability to seek advice as required·        Report writing / Record Keeping Skills  Other requirements of the roleThe post holder may require access to appropriate transport as the post may involve travel between the Cork and Dublin offices.Team and Leadership SkillsAbility to manage and develop self in a busy working environment including the ability to prioritise workloads for self and others.Ability to empathise with and treat others with dignity and respect.Commitment to continuing professional development for self. Promote a learning environment.Communication and Interpersonal SkillsExcellent interpersonal and communications skills to facilitate work with a wide range of stakeholders Excellent written communication skills including the ability to produce professional reports. Strong negotiation/influencing skills Demonstrates the ability to interact in a professional manner with staff and other key stakeholders. The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.