Job Title

Senior Administrator

Reports directly to: Director of Nursing/Finance Support Team

The following staff within the Virtue Group report directly to the SA:

• Front of House Administrators

Chief Financial Officer, Head of Finance Operations ,Regional Director

Objective of Role

Responsible for the overall day to day operational, financial and other administrative support functions of the Home to support the Director of Nursing in the efficient management and administration of the home.

Roles & Responsibilities

Residents Billing

• Maintaining the Resident Revenue Spreadsheet, timely updating of any changes to Resident billing information, arrivals/departures, rate changes and other relevant information.
• Processing and issuing Resident and HSE Invoices per set schedule.
• Processing Direct Debit Payments.
• Reconciling remittances and allocating any payments on the system.
• Following up on resident outstanding balances in timely manner.
• Reconciling and recharging residents for their extras.
• Liaising with Various NHSS offices in reference to residents Fairdeal or relevant matter.

Supporting the administrative function of the Home

• Liaise with Relationship Manager regarding new admissions.
• Explain all financial charges and potential financial charges to families.
• Ensure that all relevant finance documents are sent to and received from the Resident and their NOK before admission in conjunction with Relationship Manager.
• Ensure that all relevant documents are signed by the appropriate person and scanned to system.
• Ensure that documents sent for signature are correctly signed and completed (DD mandate, contract of care etc.).
• Set up residents on and populate relevant software.
• Be the main point of contact for financial queries for families; this requires familiarity with the funding model and ASC and being comfortable explaining same.
• Supervise Reception Team and Cover reception as and when required.

Clinical Team Support

• Compiling reports as requested by DON.
• Support with HIQA reports, inspections and notifications as requested.

 Payroll Management

• Setting up of employees on payroll systems (TMS/Sage Micropay)
• Update employee profiles on systems as required.
• Monitoring of agency on the rosters and ensure this are preapproved by DON.
• Updating the Payroll System with Staff rosters/actuals and fixing any anomalies.
• Preparing Payroll upload file and processing payroll on the system
• Preparing relevant payroll reports for approval
• Emailing Payslips and saving relevant payroll reports
• In conjunction with HR, dealing with Staff queries.
• Preparation of monthly Revenue Returns under PAYE modernisation

 Reporting

• Completion of monthly pension report for pension provider.
• Weekly/Monthly KPI Report to central finance team and DON.
• Reporting budget v planned v worked hours - variances explained in summary report for central finance team.
• In conjunction with HR provide reports of attendance, including lateness, sickness absence, and AL to Operations Manager/HR/Unit PICs on a weekly basis.

Accounts Payable

• Posting Supplier Invoices to the system.
• Running monthly Supplier Payments once Invoices are approved.
• Reconciling supplier statement.
• Monitor food spend with the Chef regularly.

Archiving

• Overall responsibility to ensuring that all documents are archived in line with protocol and that the master index is maintained.
• Flagging of documents to central finance on a quarterly basis to be destroyed following relevant legal timeframe.

OTHER DUTIES:

Note: The roles and responsibilities contained in this job description are not final. Management reserve the right to review core responsibilities and the job description at any time over the course of the employment.

GENERAL RESPONSIBILITIES AND ACCOUNTABILITIES:

• Code of Conduct

Ensure adherence to the Virtue code of conduct and consistently demonstrate and promote behaviour and actions reflective of the Virtues values.

      Confidentiality

You will be aware of the confidential nature of Virtues work and in particular, the right of residents to confidentiality.

      Presentation

Virtue aspires to the highest standards in how the entities owned by Virtue are presented to ensure an environment which is safe, homely, and personalized for the residents we support.

      Policies & Procedures

You are required to familiarize yourself with and adhere to all policy and procedural documents relevant to your position.

      Hygiene Standards

The highest standard of hygiene must always be maintained in all entities and all staff members are responsible for ensuring compliance with the virtue requirements and standards with regards to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards.

      Health and Safety

Ensure that effective safety procedures are in place to comply not only with the Safety, Health, and Welfare at Work Act 2005 but also within the spirit of the Hospital's mission, vision, and values, and they are known and followed by staff.

You are required to familiarize yourself with the requirements of employees under the Safety, Health, and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health, and Welfare at Work Act 2005. Each staff member is individually responsible for ensuring that Virtue remains a safe place to work.

      Information Technology

Ensure the most effective and efficient use of developments in information technology for administrative support in a manner which integrates well with systems throughout the organization.