Administration Assistant

The Alzheimer Society of Ireland works across the country in the heart of local communities, providing dementia-specific services and supports and advocating for the rights and needs of all people living with dementia and their carers.

Our vision is an Ireland where no one goes through dementia alone and where policies and services respond appropriately to the person with dementia and their carers, at the times they need support.

A national non-profit organisation, The Alzheimer Society of Ireland is person-centred, rights-based and grassroots-led, with the voice of the person with dementia and their carer at its core.

The ASI is currently recruiting for a part-time Administration Assistant who will be based in Units 4/5 Dunfril House, Chestnut Lane, Ballybofey, Co. Donegal, F93 PY98.

This is a purpose-only contract working 24 hours per week. The purpose of this contract is to cover maternity leave for our permanent resource.

The Administration Assistant is responsible for leading and enhancing all aspects of the administration processes for all services across Limerick by maximising administration efficiency and assisting the service team in ensuring the ASI's clients living with dementia and their families receive the highest quality of service and care. These include the day centre and home support services.

You will need excellent communication and interpersonal skills, excellent organisational and prioritisation skills, excellent accuracy and attention to detail, a conscientious and proactive approach to work, the ability to understand and respect the need for confidentiality, and the ability to work on your own initiative as well as part of a team.

To be successful in this role, you will need to be highly proficient in Microsoft Office packages (Word, Excel and PowerPoint). A secretarial/office administration qualification is desirable. Previous experience in a busy office environment, previous experience working with financial information and ECDL are advantages.

If you are interested in applying for this post, please submit a full and up-to-date CV and covering letter explaining why you feel you could undertake this role.

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 and carers.

PRINCIPAL ACCOUNTABILITIESGeneral Office Duties

• Carry out 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 them to the relevant person in a timely manner.
• Open, date and sort incoming mail and distribute it to the relevant person. Ensure all correspondence is dealt with in a timely manner.
• Take minutes of meetings/interviews as requested.
• Complete all steps required when dealing with client referral 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 and order supplies as required.
• Keep an inventory of furniture, equipment and supplies and ensure it is up to date.
• Maintain service contracts for all office and centre equipment and ensure they remain current.
• Source quotations and track progress for supplies or service agreements as requested.
• Keep all files organised and up to date in compliance with GDPR.
• Maintain the up-to-date risk register for the building and service with the Service Manager.

Salesforce

• Maintain and ensure Salesforce is kept up to date.
• Maintain all referrals and client data and store them in a confidential manner.
• Record daily client attendances and client contributions.
• Ensure all incidents, complaints, compliments and comments are entered into Salesforce in a timely manner.

Human Resources

• Complete and submit all HR electronic forms for new and existing staff through Salesforce.
• Submit Garda Vetting information to HR.
• Review the monthly HR and Learning & Development report with the Service Manager and action as required.
• Scan and submit all new and existing employee-related information to HR.
• Schedule training for staff as required and provide employee support where needed.
• Process all HR administration paperwork as required.
• Type and issue weekly/monthly rosters to all staff.

Payroll

• Complete payroll weekly/monthly.
• Deal with all payroll queries from employees.
• Maintain annual leave and sick leave trackers.
• Ensure all medical certificates are sent to HR.
• Review travel expense claims, obtain Service Manager approval and upload them to Salesforce.

Finance

• Process fundraising and donations, including receipting, banking monies, drafting and issuing thank-you letters, and maintaining related files.
• Bank all monies (cash, cheques and electronic payments) and record them in Salesforce.
• Maintain petty cash, ensuring it is up to date and regularly checked and signed off with the Service Manager.
• Maintain delivery notes on file until matching invoices are received.
• Process all invoices and delivery notes through Salesforce.
• Raise invoices to the HSE and other suppliers for payment as required.
• Work with the Service Manager, Operations Manager and Finance team to complete the annual budget for all services.
• Review management accounts for all services on a bi-monthly basis and raise any queries with the Service Manager and Operations Manager.
• Respond to and resolve finance and supplier queries.
• Maintain the bus file, including all legislative requirements, CVRT, tax, insurance certificates, maintenance records etc.

Reporting

• Compile and submit the monthly KPIs to the HSE for all services.
• Obtain bi-monthly financial accounts from the ASI Finance Department and issue them to the HSE.
• Work closely with the Service Manager and Operations Manager to complete quarterly HSE reports and any other reporting required by the HSE.
• Complete any reports or information requested by ASI or the HSE in a timely manner.
• Produce reports as requested by the Service Manager and Operations Manager.

The principal accountabilities outline the main duties. However, in an organisation such as the Society, it is inevitable that tasks may arise which may not fall within the remit of the above 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.

JOB HOLDER ENTRY REQUIREMENTSKnowledge (Education & Related Experience)

• Leaving Certificate.
• QQI Level 5 or QQI Level 6 Award in Office Administration is desirable.
• Good planning and organisational skills are 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.