Administration Assistant

Overall Purpose of the Post:

To support the administration process within the Assessment of Need Office.

Duties:

Provide administrative supports to the Assessment of Need Team as follows:

• Provide all necessary administration supports to teams and clinics, including typing meeting agendas, team minutes and IFSPs, updating the Management Information System and soft copy records, and any other administration supports as required.
• Provide switchboard support by answering the phone and directing queries to appropriate members of the team.
• Provide typing services to support general clinic administration, including letters, reports, submissions, mailings, memos, agendas, minutes (including attendance at meetings as required), and any other correspondence as delegated.
• Establish and maintain efficient office practices to support the efficient workings of the clinics.
• Maintain effective filing and archiving (hard and soft copies) of all service/service user records.
• Inform families (via telephone and post) of scheduled appointments.
• Manage outgoing and incoming post (i.e. logging in the database and distributing incoming post).
• Photocopying and scanning.
• Provide support to clinicians prior to assessments by booking assessment rooms suitable for purpose and ensuring the assessment room is ready (i.e. chairs, mats, equipment).
• Complete tasks with a high level of attention to detail.
• Understand and work within Enable Ireland's Code of Confidentiality.
• Ensure effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act and Enable Ireland's policies and procedures.

Communication

• Ensure that good, clear, and respectful communication and relationships are developed and maintained with children and families, colleagues, CDNM, CSM, and DOS.

Training and Development

• Participate in training programmes and other developmental activities as identified by the Children Services Manager, Director of Service, or Enable Ireland.

Flexibility

• The appointee is expected to demonstrate a high level of flexibility and a willingness and ability to develop new approaches to work as service needs require.
• Duties and responsibilities are likely to change in line with the ongoing needs and developments of the service and the changing hopes and expectations of individuals supported by the service.
• Carry out any other duties appropriate to the role as assigned from time to time.

Quality Assurance

• Adhere to record-keeping requirements in accordance with agreed procedures and legislation.
• Work to agreed standards of practice.

Confidentiality

• Enable Ireland has a Code of Confidentiality. All staff are bound by this code. All information obtained through work with residents, their families, and carers is strictly confidential and must not be shared outside Enable Ireland unless acting on the instructions of the Director of Services.
• To minimise exposure to breaches of GDPR, strict compliance is required while carrying out the duties of this role and working with others. This includes, but is not limited to:

This job description is not restrictive, and the post holder may be required to carry out other duties as requested by the Assessment Officer.

Terms & Conditions

Responsible to:

• Assessment Officer

Probation

• A probationary period of six months applies, during which three probationary meetings will take place to review performance and suitability for appointment.
• The probationary period may be extended or terminated at Enable Ireland's discretion.

Salary

• €28,377 to €45,992 pro rata per annum.
• This pay scale is subject to increases in 2026 in accordance with the recent WRC agreement towards enhanced pay adjustments in Section 39 organisations.

Annual Leave

• 30 days' annual leave pro rata per annum, with proportionately less entitlement for service of less than 12 months.

Pension Scheme

• Enable Ireland operates a contributory pension scheme, which staff may join following their start date.

Medical

• The successful candidate will be required to undergo a medical assessment.

Garda Clearance / Police Clearance

• Required for all prospective employees who will undertake relevant work or activities relating to children or vulnerable persons.

Sick Pay (If Applicable)

• All periods of sickness exceeding two days must be medically certified.
• Weekly medical certificates are required thereafter.
• The Company reserves the right to have you examined by its own doctor after three months of continuous sick leave.
• Upon completion of six months of continuous service, sick pay will be:

Redeployment

• In exceptional circumstances, the organisation reserves the right to redeploy you to an alternative role that is suitable to your skills and experience.