Priscilla O’Connor

Administration
Ensure the efficient day-to-day administration, the area of responsibility
Ensure deadlines are met and that service levels are maintained
Ensure an even distribution of workload among them, taking into account absence due to annual leave etc.
Ensure policies and procedures are well documented and understood and adhered to by staff in own section
Ensure accurate attention to detail in own work and work of team
Use appropriate technology to ensure work is completed to a high standard
Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority
Ensure line management is kept informed of issues
Ensure that the service is kept informed and that their views are communicated to middle management
Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
Accurately enter and update data in various systems and databases
Assist in scheduling appointments, meetings, and events
Monitor and order office supplies to ensure adequate stock levels

Assist in the preparation of reports, presentations, and other documents
Handle incoming and outgoing correspondence for the office, including emails, phone calls, and mail
Business and Operations Management
Contribute to the on-going development and improvement of the operations of the office of the IHA
Lead and support specific projects on behalf of the IHA Manager
To be accountable for operational management process and procedures in relation to assigned projects and areas of responsibility
Maintain confidentiality and a high level of professionalism.
Human Resources / Supervision of Staff
Supervise and ensure the well-being of staff within own remit
Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships
Deal with under performance in a timely and constructive manner
Identify training and development needs of staff in own area
Promote co-operation and working in harmony with other teams and disciplines
Customer Service

Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect
Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager
Greet and assist visitors, service users, and staff, providing information and directing them as needed.
Service delivery and improvement
Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes
Encourage and support staff through change processes
Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise
Standards, policies, procedures & legislation
Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices to perform the role effectively and to ensure current work standards are met by own team
Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
Pursue continuous professional development in order to develop management expertise and professional knowledge
Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards

Devised and maintained filing system for records, correspondence and other documents

Maintain data and accurate records, consistently maintained in relation all GDPR policies and regulations.

Ordered supplies and equipment to maintain adequate inventory levels

Created spreadsheets in Excel to track data such as vacation requests, sick days

Conducted periodic reviews of existing policies and procedures to ensure compliance with current regulations

Performed general bookkeeping duties such as reconciling bank statements and accounts.

Prepare monthly reports for the Board of Management and DEASP on all monthly performance and financial data to support program funder reporting requirements.

Provided training to new hires on office policies and procedures.

Administered payroll and maintained proper documentation of employee personnel.

Coordinated office activities and operations to secure efficiency and compliance with company and insurance policies.

Advertise and Interviewed prospective employees.

Onboarding new employees.

Held regular one-on-one meetings with employees to review performance and priorities and provide feedback.

Collaborated with internal teams to define goals, objectives, deliverable, timeline, resource requirements, budget constraints for the assigned projects.

Created spreadsheets in Excel to track data such as vacation requests, sick days .

Kept project and team on schedule by monitoring deadlines, milestones and performance.

Directed weekly project team meetings, providing timeline updates, action items, recommendations and custom solutions as set out by company policy.

Monitor, evaluate and provide written reports to BOM and DEASP senior management on recruitment, finance, policy and staff progression.

Preparation and recording of accounts, Reconciliation and submissions to Revenue.

Preparation and submission of Accounts to external Auditors for submission to Revenue for EOY.

Liaising with local Schools, Family resource centres, LAES, DDLETB other public organizations.

Teaching IT basic skills to individuals with intellectual disabilities.

Telephone Call Answering & Message taking Virtual Receptionist

Diary Management

Customer Helpdesk / Order Taking

Telemarketing / Appointments

Customer Surveys

Database update & Cleansing

Outsourced Accounting

Out of office voice mail

CV construction

Dictaphone typing

Organise Client calenders

Liaised with clients and stakeholders for effective relationship management.

Filed documents systematically which increased ease of access when needed.

Maintain office diary and file management

Assist Parish Priest in everyday tasks and Major events

Responsible for registering all confidential information on any marriage, deaths, births and confirmation details into the relevant Registers

Preparation of weekly community newsletter

Managing and recording all bank reconciliation

Respond to requests from the public for Baptism, Confirmation cert. and letters of freedom

Created a bespoke excel system in order to retrieve all tax reclaimable donations from Revenue

Dealing with conflicting and sensitive matters

Liaising with local Schools, Family resource centres and other public organisations

Directed and supervised team of 23 employees in daily operations.

Developed and implemented operational policies and procedures to ensure efficiency and accuracy of work flows.

Maintained accurate records of employee performance, attendance, leave requests, and disciplinary actions.

Resolved International customer queries in a timely manner while ensuring customer satisfaction.

Conducted daily meetings with team members to discuss upcoming tasks and project deadlines.

Monitored employee productivity levels on a regular basis to identify areas of improvement.

Collaborated with other departments to coordinate workflow processes between teams.

Complied with company policies, objectives and communication goals.

Assessed company operations for compliance with accordance ISO9000 procedures.

Company's Internal ISO Auditor to verify compliant policies and procedures.