JOB DESCRIPTION
Centre Secretary
The Rehab Group is a charity that provides services for over 20,000 adults and children, and champions the value of diversity and inclusion for people with disabilities or disadvantage in their communities throughout Ireland and the UK.
We work with people with disabilities, people on the autism spectrum, people with mental health difficulties, people who are disadvantaged in some way in the labour market, and people who want a fresh start.
Our VISION is of a charity that champions the value of diversity and inclusion for people with a disability or disadvantage, in their communities. Together, we will constantly learn and seek to provide excellent services to foster and enhance social and economic independence.
Our MISSION is helping the people we serve to be more independent; helping them to contribute to and be more included in their communities; empowering them with the skills and confidence to be active in the workforce; and supporting them to be in charge of their health and wellness.
Our VALUES underpin all we do, shape who we are and how we work with one another, in our organisation and in the community:
Advocacy: Challenge exclusion and promote inclusion
Quality: Strive for excellence in all aspects of our work
Dignity: Respect the unique worth of every person (that includes people who access our services, families, employees and volunteers)
Justice: Act with integrity, honesty, commitment and accountability in everything we do to ensure equity, fairness and transparency
Team Work: Foster an environment that encourages change, growth, trust in our organisation and in partnership with others, working together as one Rehab team
JOB DESCRIPTION
JOB PURPOSE
The role combines responsibility for general office administration and the day to day running of the Accounts function. The person is required to meet specific account deadlines together with the conduct of a wide variety of secretarial and administration support duties to the Area Manager/Assistant Area Manager.
2. MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE
Formal Education / Training
IT Qualification (such as ECDL) – desirable but not essential Desirable accounting technician (or part qualified) - – desirable but not essential
Work Experience
At least two years’ experience in bookkeeping and general secretarial skills Previous experience of Sun Accounts system is desirable but not essential Proficient in MS Word, PowerPoint, Excel, Access Experience of dealing with persons with additional needs, is an advantage
Skills and Knowledge
High degree of efficiency and attention to detail Excellent organisational, analytical, anticipatory and written/verbal communications skill
3. JOB DUTIES AND RESPONSIBILITIES
Job Area (What is done, and to what, and why)
Maintaining the accounting system operated by National Learning Network. Inputting invoices into the SUN Accounts system in good time, dealing with accounts queries, liaising with the Regional Bookkeeper on the preparation of month-end and year-end accounts, as well as meeting specific accounts deadlines.
Inputting attendance details and maintaining the service-user payroll system. This includes dealing with queries from service-users on their allowances and welfare queries on behalf of service-users.
General office administration and the maintenance of records in accordance with practice in the training centre. This may include other secretarial duties for the Area/Centre Manager as required.
Working actively with other staff in support of identifying and pursuing referral sources for programmes.
Creating/ Supporting marketing and promotional campaigns in support of the activities of the centre.
Assisting in maintaining regular contacts with current and prospective funders and wider stakeholders.
Developing and maintaining a contacts database for current and prospective funders and wider stakeholders.
4. COMMUNICATION AND WORKING RELATIONSHIPS
Typical Level of Interaction
☐ Standard: Typical interaction is to request and provide information. Courtesy, tact and effectiveness are required.
√ Advanced: Influence using logic and facts. Communication is important but not critical to the achievement of job objectives.
☐ Expert: Win the hearts and minds, changing opinion of people. Critical in achieving the job objectives.
Primary Audience (Internal)
Centre Managers
Instructors
Service Users
Level of Audience (Internal)
☐ Clerical / Operational
√ Supervisory / Junior Professional
☐ Middle Management / Seasoned Professional
☐ Senior / Top Management
Primary Audience (External)
All external stakeholders
Level of Audience (External)
☐ Clerical / Operational
√ Supervisory / Junior Professional
☐ Middle Management / Seasoned Professional
☐ Senior / Top Management
5. KEY DIMENSIONS AND RELATED JOB RESULTS
Reporting to the Area Manager & Assistant Area Manager
6. OPERATING ENVIRONMENT
Office base: National Learning Network, Wexford
7. KEY COMPETENCIES
A commitment to living the organisational values of Team work, Dignity, Justice, Advocacy and Quality
Leadership and Teamwork
You show respect for colleagues and co-workers. You develop and maintains good working relationships with others, sharing information and knowledge, as appropriate. You offer your own ideas and perspectives. You understand your own role in the team, making every effort to play your part.
Judgement and Decision Making
You approach and deliver all work in a thorough and organised manner. You follow procedures and protocols, understanding their value and the rationale behind them. You keep high quality records that are easy for others to understand. You draw appropriate conclusions from information. You suggest new ways of doing things better and more efficiently. You are comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc
Management and Delivery of Results
You take responsibility for work and see it through to the appropriate next level. You complete work in a timely manner. You adapt quickly to new ways of doing things. You check all work thoroughly to ensure it is completed to a high standard and learn from mistakes. You write with correct grammar and spelling and draw reasonable conclusions from written instructions. You identify and appreciate the urgency and importance of different tasks. You demonstrate initiative and flexibility in ensuring work is delivered. You are self reliant and use judgment on when to ask manager or colleagues for guidance.
Respect for Others
You contribute to identifying methods and processes that ensure each individual is valued and respected. You work with individuals, key people and others to identify the cultural heritages, backgrounds, personal experiences and beliefs of individuals. You work with individuals and colleagues to identify aspects of the environment, practice and behaviour that are beneficial to creating an inclusive culture for everyone. You work to ensure that the work environment is positive and supportive and that all staff members operate in a way that promotes the dignity and respect of individuals and their colleagues. You respond appropriately where people are found to be excluded. You provide active support to enable individuals to participate and manage their own lives.
Building Relationships and Communication
You modify communication approach to suit the needs of a situation/ audience. You actively listen to the views of others. You liaise with other groups to gain co-operation. You negotiate, where necessary, in order to reach a satisfactory outcome. You maintain a focus on dealing with colleagues and service users in an effective, efficient and respectful manner. You are assertive and professional when dealing with challenging issues. You express yourself in a clear and articulate manner when speaking and in writing.
Planning and Organising
You organise your time to enable you to complete work activities according to legal and organisational requirements and to meet individuals’ needs and preferences. You report on any difficulties you have had in completing your work activities within the allotted timescales and according to individual’s needs and preferences. You raise these difficulties with the appropriate person. You balance your own duties and responsibilities with the individual’s needs and preferences.
Professionalism
You maintain clear, accurate, factual and up-to-date records. You honour your work commitments and when this is not possible, explain why. You are aware of and understand the boundaries of your role and responsibilities. You know when to ask for help. You work, and support colleagues to work in ways that are consistent with the law, regulation and organisational requirements. You recognise, and demonstrate to colleagues through your practice, the influence your job role and responsibilities may bring and how to use such influence sensitively and responsibly. You demonstrate that you are honest, trustworthy, reliable and dependable and support colleagues to do the same You ensure that you honour your work commitments and support colleagues to do the same.
These duties and responsibilities are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the services