Job Title: Centre Administrator
Organisation: Older Person Services - Genesis Healthcare Ireland
Location: Castlerea, Co. Rosscommon
Reporting to: PIC
Contract: Permanent, Full-Time
Company Overview and Role: At Genesis Healthcare Ireland, we believe great care is about far more than clinical support. It is about relationships, belonging, community, comfort and helping every person continue to live a meaningful and fulfilling life.
We provide nursing home, dementia and specialist support services across Ireland through communities that are warm, welcoming and deeply person centred. Our teams work closely with residents, families and local communities to create environments where people feel respected, valued, safe and truly at home.
The Centre Administrator provides comprehensive administrative support to the Person in Charge and the centre team, holding responsibility for records, resident and staff files, correspondence, finance administration and the smooth running of the office.
Genesis Healthcare Ireland Ltd. is the registered provider. The postholder works in accordance with Genesis policies and procedures and with the Care and Welfare Regulations and National Standards as they apply to the role. Although this is not a care role, the postholder works in the home of the people we support and is often the person they speak to most freely. Warmth, courtesy and a willingness to listen are part of the job.
Much of what a regulator examines is administrative in nature - whether a file is complete, whether a record was made at the time, whether a certificate is current. The postholder is central to the centre being able to evidence what it does.
Key Responsibilities
Records and regulatory administration
- Maintain the records required under the Regulations, including the directory of residents, and ensure entries are made accurately and at the time.
- Maintain complete personnel files for every member of staff, including contract, Garda vetting, references, qualifications and evidence of professional registration, and alert the Person in Charge and the HR Business Partner to any gap before a person commences work.
- Maintain the training record for the centre and prompt managers ahead of expiring certification.
- Maintain a diary of expiry dates for employment permits, professional registration, insurance and statutory servicing certificates.
- Maintain resident records and files securely and in line with retention and data protection requirements.
- Support the preparation of documentation for inspection, registration and variation applications.
Finance administration
- Process invoices, purchase orders and deliveries, and liaise with the Finance Business Partner on queries.
- Manage petty cash and resident personal monies in line with policy, keeping records that reconcile exactly and are independently checked.
- Support resident billing and the Nursing Homes Support Scheme administration, including liaison with families on account matters.
- Maintain accurate occupancy and admissions records.
- Support payroll administration, including the accurate submission of hours worked and leave taken.
Office and communication
- Manage correspondence, telephone enquiries and the centre email, ensuring enquiries are responded to promptly and courteously.
- Provide administrative support to governance meetings, including agendas, papers and accurate minutes.
- Co-ordinate diaries, appointments, transport and visiting professional attendance.
- Maintain the visitors record and support access arrangements.
- Support the Person in Charge with the administration of complaints, ensuring each is logged, acknowledged and tracked to closure.
General
- Report any safeguarding concern immediately in line with Genesis policy and the national policy on safeguarding vulnerable persons at risk of abuse. Every member of staff has a personal duty to report; it is never someone else’s responsibility.
- Handle personal information about residents and staff with absolute discretion and in accordance with data protection obligations.
- Greet residents, families and visitors warmly; the office is often the first point of contact with the centre.
- Complete all mandatory training and updates, and attend in-service training as arranged.
Qualifications:
Essential
A relevant qualification in business administration, office administration or a related discipline, or equivalent demonstrable experience.
Substantial experience in an administrative role, including responsibility for records and correspondence.
Experience of basic finance administration such as invoicing, petty cash or purchase orders.
Exceptional accuracy and attention to detail.
Absolute discretion in handling confidential information.
Strong organisational skills and the ability to hold many small deadlines without losing any of them.
Warmth and professionalism with residents, families and visitors.
The confidence to tell the Person in Charge or HR when a file is incomplete or a certificate has expired.
Satisfactory Garda vetting disclosure.
Evidence of entitlement to work in Ireland.
Desirable
A qualification in bookkeeping, payroll or records management.
Training in data protection.
Experience in a healthcare, residential care or other regulated environment.
Experience of Nursing Homes Support Scheme administration.
Experience of minute-taking at formal meetings.
Key Relationships
- Persons in Charge (PICs)
- Human Resources
- Finance
- Clinical Nurse Managers
- Staff Teams
- Head Of Operations
- External Regulators (e.g., HIQA as required)
Job Type: Full-time
Pay: €29,000.00-€32,000.00 per year
Work Location: In person
