Job Title: Business Support Officer
Department: Care Services
Responsible to: Housing with Care Manager
Job Purpose:
- To provide efficient and confidential administrative service to Cherryfields Housing with Care in Dublin 15
Job Summary:
We are looking for a Business Support Officer to join our existing team of care professionals in Dublin 15. The successful candidate provide high level administrative support to internal and external stakeholders of Fold Housing.
Principal Duties & Responsibilities:
Finance
- Receive and record cash and online payments from residents on the Affinity System.
- Complete documentation for the Residential Tenancies Board for all new residents moving into Housing with Care.
- Manage residents’ rental information on the Affinity System.
- Managing Residents finances and ensuring accurate records are kept.
- Managing residents’ pharmacy bills / paper bills
- Prepare rental and cash adjustments arising from errors/amendments on accounts and pass to Finance Department for posting.
- Support the Care Services Department in the management and control of resident charges/rents and arrears, in accordance with Association’s policies/procedures.
Administration
- Act as the first point of contact for visitors to Cherryfields, greeting them in a positive, professional, and friendly manner.
- Dealing with daily enquiries to the scheme via post, phone, email and directing queries to relevant colleagues.
- Provide a high-level administrative support to the Care Services Team in Cherryfields
- Prepare necessary documentation for the regulators and associated records in accordance with legislative and regulatory requirements.
- Support internal communications by sending updates/publicity to the relevant department for inclusion on websites and other social media platforms.
- Maintain effective office processes and implement robust and organised filing procedures for all data.
- Maintain stationery as required including stock control and purchasing.
- Provide information and prepare reports as required by the Housing with Care Manager
- Arrange meetings, prepare agendas and meeting materials, and distribute minutes.
- Prepare letters, memos, and other documents.
- Maintain residents’ details, transfers, changes in circumstances, starts and terminations on the rent management system.
- Archiving documentation in line with GDPR regulations
- Assist the scheme manager with the preparation of payroll information.
- Maintaining a database of photos for publicity purposes and liaising directly with the scheme manager.
- Undertake other delegated duties appropriate to the scope and function of the grade of post including cover duties during periods of absence e.g., sickness, annual leave.
- Maintaining a daily record of meals provided across the two-day centres, collating the monthly totals and submitting the information to Finance at the end of each month.
- Liaising with the Chef regarding the menu and typing/preparing the menu for display throughout the scheme/day centres.
Maintenance
- Support the Scheme Manager in all areas of property maintenance of the care scheme.
- Reporting Maintenance requests to the Scheme Manager and actioning as appropriate.
- Generating work orders from the Affinity System and recording all other maintenance calls on Scheme Maintenance spreadsheets.
- Support the Scheme Manager to monitor the completion of repairs and enter details of completed repairs into the system.
- Marrying up work order numbers with invoices
- Support the Scheme Manager arranging post inspection visits prior to signing off and processing invoices for payment.
- Ensuring all processes are in line with Audit and Finance requirements.
- Maintaining records and certificates for routine service contracts including Gas, lifts, emergency lighting service contracts etc
General
- Undertake activities, where appropriate, representing the Association in a respectful and mutually supportive manner to external groups or the general public.
- Conduct all activities in a manner which is safe to yourself and others acting at all times in accordance with the Health and Safety Policy.
- Employees represent the Association and should attend work neat, tidy and clean in appearance which includes their work area/clear desk in line with the Code of Conduct and Health and Safety policy.
- Demonstrate a flexible approach to the diverse needs of the organisation.
- Effectively communicate with relevant external bodies and stakeholders as required and directed.
- Undertake relevant projects and initiatives which positively support the vision, values and objectives set out in Association’s Business and Corporate Plans.
Further Details:
All Fold Housing employees are expected to promote and support a working environment that is free from harassment or discrimination on the grounds of religion, community background, gender, marital status, or disability.
This job description is not exhaustive and, following consultation with the job holder, may be amended to facilitate changes in the better organisation of Fold’s activities.
Fold Housing operates a ‘No Smoking on the Premises Policy’.
1.0 Essential Criteria
SKILLS & ABILITIES E - Essential D - Desirable
Essential Desirable 1.1 Proven understanding of business support and administration E
1.2 Ability to produce accurate and well-presented documents using Word, PowerPoint, and Excel. E
1.3 Ability to manipulate and interpret data and produce analytical reports. E
1.4 Advanced written skills. Ability to take accurate minutes and proof read reports produced by others. E
1.5 Excellent communication skills. Ability to communicate to a range of audiences using a variety of media. E
1.6 Good influencing skills and ability to achieve results through others. E
1.7 Strong administrative and organisational skills and ability to coordinate activities. E
1.8Ability to communicate effectively with different teams. E
1.9 Ability to work as part of a team. E
2.0 EXPERIENCE
2.1 Minimum of 2-year recent relevant experience working in an office environment E
2.2 Demonstrate knowledge of business/office administration. E
2.3 Experience of minute taking. E
2.4 Knowledge of social housing in Ireland D
3.0 PERSONAL QUALITIES
3.1 Common sense approach to all tasks. E
3.2 Emphasis to resolving problems proactively. E
3.3 Professional and confident manner. E
3.4 Flexible. E
3.5 Ability to work with a minimum of supervision. E
3.6 Customer focused. E
3.7 Team player. E
4.0 EDUCATION
4.1 Educated to a minimum of Leaving Certificate or equivalent E
4.2 ECDL level II or equivalent E
Job Type: Full-time
Pay: €35,247.00-€42,296.00 per year
Benefits:
- Company pension
- On-site parking
- Sick pay
- Wellness program
Work Location: In person
