A Ghrá Care Services has a vacancy for a “ Staff Coordinator and Scheduler which will be a full time role and based at our offices at “ The Mall, Tuam, County Galway.
Please review below the Job Description and key requirements for the role.
DESCRIPTION OF ROLE:
Perform administrative functions to ensure service delivery is coordinated and scheduled to meet client and stakeholder needs. The role requires establishing and maintaining strong work relationships, effective planning and organising, a focus on costs as well as independent judgment and timeliness. In addition, support and assistance in functional areas is required, including but not limited to, billing & invoicing, resolving customer service issues, internal quality audits, special projects and other general administrative duties as required.
Reporting to the Care Operations Manager the key responsibilities of the role are:
- Be responsible for the administration and oversight of individual client programmes ensuring that service is delivered in an appropriate, trusted and respectful manner and in line with defined individual objectives as agreed with Region Manager to meet the company strategic vision.
- Ensure all client plans are in place and that client and office support files including the scheduling software database are maintained both electronically and/or manually so that they are up to date, accurate and relevant through a regular review system.
- Build and maintain strong working relationships with field staff, office staff, contractors and key stakeholders, demonstrating effective communication and promoting an open and honest culture where all are respected and treated accordingly.
- Co-ordinate staffing schedules, manage personnel changes, resolve issues in a timely manner as they arise and participate in the phone roster system for out of office cover. Schedule Carer holiday leave mindful of the business peaks and troughs and focus on minimising costs without a negative impact on quality.
- Become functionally proficient and knowledgeable in all user aspects of the scheduling system. Organise and compile relevant monthly KPI’s. Help as required new staff on learning the said system.
- Identify and participate in process improvement initiatives and special projects that improve the customer experience, enhance work flow, and/or improve the work environment. A portion of your working hours will be dedicated to these initiatives and projects as defined by management.
- Participate in education and upskilling programmes as required in order to meet job development requirements and to remain up to date with changes in the industry.
- Be compliant with all office policies and procedures as well as relevant quality, health and safety, regulatory and data protection protocols and directives.
KEY REQUIREMENTS:
- Ideally educated to degree level
- Working knowledge of MS Office packages and strong acumen to learn new software solutions
- Proven ability to work under pressure in a flexible manner to meet tight deadlines
- Experience in communicating and negotiating effectively to achieve goals without conflict
- Preferably 2+ years work experience in similar administrative roles, though may suit newly qualified graduate with a keen interest to join a busy office environment in a growth market sector.