Administration Assistant

JOB PURPOSE: To manage all aspects of the administration of the service so that staff are enabled and supported to provide the best quality of service to people living with Alzheimer’s and their families & carers.

PRINCIPAL ACCOUNTABILITIES: General Office Duties ● All general office administration including but not limited to typing letters, reports, rosters, signage etc., filing, photocopying, emailing, binding and scanning for all services. ● Answer calls, take messages and relay to the relevant person in a timely manner. ● Open, date and sort incoming mail and disseminate to relevant person. All correspondence to be dealt with in a timely manner. ● Take minutes of meetings / interviews as requested. ● Complete all steps required when dealing with client referrals information. ● Maintain a list of key holders and provide keys to personnel as needed. Collect keys when people leave and keep them secure. ● Maintain adequate stationery stocks & order supplies as required. ● Keep Inventory of furniture, equipment and supplies and ensure all is up to date. ● Maintain service contracts for all office equipment and centre equipment and ensure same are up to date. ● Source quotations and track progress for supplies or service agreements as requested. ● Keep all files in an orderly manner and up to date in in compliance with GDPR. ● Maintain the up-to-date risk register for the building and service with the Service Manager ● Carry out other duties that may be assigned from time to time

Salesforce ● Maintain and ensure salesforce is up to date. ● All referrals and client data to be maintained & kept up to date and stored in a confidential manner. ● Ensure all incidents, complaints, compliments and comments are entered on salesforce in a timely manner. HR ● Complete & submit all HR electronic forms for new and existing staff on salesforce. ● Garda vetting – submit information to HR. ● Review of Monthly HR and learning and development report with Service Manager and action as needed. ● Scan and submit all new and existing employee related information to HR. ● Schedule training for staff as required and provide support to employee where needed. ● Process all HR administration paperwork as required. ● Type and issue weekly /monthly rota to all staff.

Payroll ● To be completed weekly / monthly ● Deal with all payroll queries from employees. ● Maintain annual leave & sick leave trackers. ● Ensure all sick certs are sent to HR. ● Travel expense claims – review & get signed by Service Manager & then to be put on salesforce.

Finance ● Fundraising & donations - receipting, banking of monies, draft and issue thank you letters & maintain copy of files in relation to same ● All monies (cash, cheques, electronic info) to be banked & entered on salesforce. ● Maintain petty cash – keep up to date and check and sign off regularly with Service Manager ● Maintain delivery notes on file until invoices to match same are received. ● Process of all invoices / delivery notes on salesforce ● Raise invoices to HSE and other suppliers for payment as required. ● Work with Service Manager, Ops Manager and finance to complete the annual budget for all services. ● Review the management accounts for all services on a bi-monthly basis & revert to Service Manager and Ops Manager with queries. ● Reply and deal with any finance / supplier queries. Reporting ● Compile and return the monthly KPIs to the HSE for all services. ● Obtain bi-monthly financial accounts from ASI finance department and issue to the HSE. ● Work closely with the Service Manager and Ops Manager in the completion of the quarterly HSE reports and any reporting required for HSE. ● Complete any specific requested reports / information by ASI and HSE in a timely manner. ● Produce reports as and when requested by the Service Manager and Ops Manager The principal accountabilities outline the main duties. However, in an organisation such as the Society, it is inevitable that tasks may arise which not fall within the remit of the above may list of main duties. Employees are therefore required to respond with a flexible approach when tasks arise which are not specifically covered in their job description. Should an additional responsibility become a regular part of an employee’s job, the job description will be amended to reflect this.

JOBHOLDER ENTRY REQUIREMENTS: Knowledge (Education & Related Experience): • Leaving Certificate • QQI Level 5 / QQI level 6 Award Office Administration desirable • Good planning and organisation skills essential

Skills (Special Training or Competence): • Ability to maintain confidentiality in respect of all staffing and client matters. • Excellent communication and interpersonal skills • Excellent organisational and prioritisation skills • Accuracy and attention to detail • Conscientious approach to work

Behaviours: • Ability to work independently and as part of a team • Proactive approach • Flexible