Job Title: Service Administrator Location: Sunnyside House Council: Council for Social Witness Salary Scale: A3 (£12.64 - £14.61 per hour) Hours: 14 hours per week (Monday & Tuesday) Responsible to: Service Manager MAIN FUNCTION OF JOB To provide clerical, administrative and financial support for the functioning of the service as required, in a manner in keeping with the Christian ethos of the Presbyterian Church in Ireland. About The Role RESPONSIBILITIES AND DUTIES Reception 1. To be the first point of contact for callers and visitors, as required 2. To answer the phone and relay messages as required Administrative 1. To word process letters, minutes and reports etc. 2. To ensure adequate items of stationery are stocked and kept securely 3. To take minutes at staff meetings and residents meetings and other meetings as required 4. To carry out general office duties including photocopying, dealing with post and filing 5. To compile occupancy returns 6. To assist the Service Manager with phone calls or documentation required for the smooth operation of the Service as required Staff records 1. To total staff hours of work and advise staff on the correct completion of timesheets 2. To liaise with the Payroll department regarding staff enquiries relating to pay, pension, annual and customary leave 3. To calculate holiday pay for relief staff 4. To process staff expenses and forward to the Finance Department 5. To ensure staff submit sick certificates, record sickness details and forward certificates to the HR Department 6. To ensure that employee change forms and leaver forms are forwarded to the HR Department Staffing 1. To assist with covering off-duty and make appropriate phone calls to staff 2. To arrange Agency cover when required and to ensure that staff profiles of Agency staff are in place with up to date training and NISCC registration is in place Training 1. To obtain quotations and book training with external providers as required 2. To assist staff with E learning when required 3. To prepare staff training files for new staff 4. To assist in monitoring staff training requirements and evaluate attendance at training annually 5. To provide administrative support as required e.g. photocopying delegate packs. Maintenance and housekeeping 1. To ensure that PAT testing and other maintenance services and checks are completed as required and certificates issued and filed 2. To obtain costs of maintenance and all large items of expenditure, kitchen equipment, furniture and fittings for Service Manager and Finance Managers approval 3. To book appointments for all maintenance works to be carried out in the Service including emergency calls to plumber and electrician 4. To liaise with the Services Handyperson on maintenance requirements 5. To order all chemicals for laundry, kitchen and housekeeping departments 6. To monitor oil price with different suppliers to ensure competitive rate Financial 1. To handle and record all monies in the Service, i.e. residents fees and related income, personal allowance and petty cash in conjunction with the Finance Manager 2. To order daily newspapers for residents and keep records of orders and payments 3. To maintain records of expenditure made on behalf of residents 4. To check invoices and accounts, record details and prepare for payment, and forward invoices to the Finance Department for payment 5. To discuss budgets with Service Manager and Finance Manager 6. To make lodgements to Bank and Post Office 7. To liaise with Health and Social Services Trusts regarding fees for residents under Care Management 8. To explain to relatives and representatives of residents the procedures for fee payment 9. To ensure agreements are signed and in place for every resident 10. To ensure that Social Workers have forwarded all relevant information to Brokerage in the Health Trust so that payment can be processed for client General 1. To carry out any other reasonable duty which may be necessary for the efficient administration of the Service PREVIOUS APPLICANTS SHOULD NOT APPLY Required Criteria Educated to GCSE level with at least Grade C in English Language and Maths or equivalent OCR (RSA) Stage II Word Processing or equivalent in competence or qualifications Minimum of 2 years office experience Previous experience of recording financial transactions Experience of Microsoft based products, including Excel and Word, or equivalent Willingness to work additional hours to fulfill the requirements of the position Willingness to work within the Christian ethos of the Presbyterian Council for Social Witness Willing to work outside usual office hours e.g. to attend occasional evening meetings Desired Criteria An understanding of the role of RQIA and other external auditing bodies A basic knowledge of Adult Residential Care policy and legislation Previous experience of working in a Residential or Nursing Home/Caring environment Skills Needed About The Company WHAT PCI is one of the largest Christian denominations in Ireland, with over 500 congregations across Northern Ireland and the Republic of Ireland. PCI is committed to spreading the Gospel, serving communities, and supporting mission work both locally and globally. PCI provide practical care in through nursing, residential and supported housing, day services and more. Company Culture PCI fosters a culture of faith, service, and community. It values integrity, compassion, and inclusivity, encouraging members to live out their faith through worship, discipleship, and outreach. PCI provides a welcoming and supportive environment where individuals and families can deepen their faith, contribute to meaningful causes, and build lasting relationships within a vibrant Christian community. Company Benefits Vacation, Paid time off, Retirement plan and/or pension, Employee Assistance Scheme, Perks Card, Annual Rise, On the job learning, Progression opportunities, Bereavement leave Salary £12.64 - £14.61 per hour Benefits: Vacation, Paid time off Retirement plan and/or pension Employee Assistance Scheme Perks Card Annual Rise On the job learning