Administration Officer

Qualifications and Particulars of Employment

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish¹. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination OR

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction OR

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI)

Note¹ Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational Programme. The Leaving Certificate Applied Programme does not fulfil the eligibility criteria.

AND

b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability, for the proper discharge of the office. c) Have good communication and interpersonal skills and an ability to deal with the public and work as part of a team. d) Have 3 years post qualification experience of working in an administrative/office environment; previous experience of working within the Medical/Health Service would be desirable. e) Have excellent organisational and co-ordination skills. f) Have ability to maintain a high level of confidentiality. g) Have commitment to teamwork. h) Have ability to be flexible and work on your own initiative. i) Have confidence, interest, and enthusiasm, and possess a friendly and positive approach to service users and staff. j) Have full driving licence which qualifies you to drive on Irish roads; essential.

Person Specification

The person appointed will be required to have an understanding and respect for working according to the mission and ethos of the Brothers of Charity. This requires a personal commitment to the vision expressed both in words and in style of working.

The person appointed will be flexible, innovative and provide an efficient secretarial/administrative service.

The role is characterised by providing a confidential and supportive environment in which the Manager may efficiently and effectively conduct the business of the area.

QUALIFICATIONS, EXPERIENCE, SKILLS & ABILITIES The person appointed will be required to have an understanding and respect for working according to the Mission (see attached) and Ethos of the Brothers of Charity. This requires a personal commitment to the vision, expressed both in words and in style of working.

General Statement of Duties and Responsibilities

• Organisation and maintenance of the Area Manager meetings as delegated.

• Ensuring that all relevant data made available by the Area Manager is circulated appropriately within the Sector.

• Co-ordination of meetings.

• Provide administrative support to relevant meetings and procure and circulate other items and information as directed by the Area Manager.

• Ensure that information requests are followed up and timely returns are made as required.

• Minute taking of meetings and circulation of same.

• Setting up and maintaining efficient records/filing systems to ensure the smooth and efficient operation of the business at all times in accordance with the Brothers of Charity.

• Ensuring the Manager is appraised of all matters requiring their personal attention, especially where this is urgent or time-framed.

• Facilitating effective communication between the Manager, the management team within the area, organisational support services and multi-disciplinary personnel.

• Liaising with other managers/co-ordinators and delegating tasks to appropriate personnel for decision-making in the absence of the Manager.

• Ensuring all relevant data and statistics sought by the Director of Services office and HSE is collated and made available within the timeframe given, as directed by the Manager.

• Liaising with external agencies in an efficient and professional manner, as directed by the Manager.

• Ensure that all budgeting records are maintained, i.e., travel expenses, utility invoices, equipment invoices, training invoices, contract cleaning and all other invoices for the building.

• Undertaking general administrative duties including computer, emailing, photocopying, post, maintenance of payroll, time and attendance records, petty cash and accounts as required.

• Screening and recording all correspondence and telephone calls and directing enquiries to appropriate person/s or location appropriately.

• Ensuring that there is an adequate supply of all necessary requisites for the smooth operation of the office at all times.

• Purchasing office equipment, within a budgetary limit, as and when required, and ensuring that same is properly maintained.

• Co-operate with new technological advances and partake in in-service and external courses to ensure that one is kept up-to-date and better able to fulfil one’s role.

• Be aware of, and familiar with, fire drill procedures within your area of work - i.e., fire detection, evacuation and fire fighting.

• Be conscious of health and safety matters in the workplace and, in particular, comply with employees’ regulations as set in the Health, Safety and Welfare at Work Act.

• Report mishaps, complaints and accidents in accordance with the Brothers of Charity policies and current legislation.

• Assist, advise and partake as necessary in social and recreational projects for the area that may involve working outside of normal office hours.

• Perform such other duties as may be required from time to time by the Manager.

• As the duties and responsibilities of any post in the Service are likely to change, staff are expected to have a high level of flexibility, a willingness and an ability to develop new approaches to their work as service user needs demand.

Essential

Qualifications/Education

• Obtained at least Grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied

• Pass an examination of at least equivalent standard

• Satisfactory relevant experience which encompasses demonstrable equivalent skills

Experience

• Have 3 years post qualification experience of working in an administrative/office environment

Knowledge

• Requisite knowledge and ability for the proper discharge of the duties of the post.

• Knowledge, understanding and commitment to BOCSI and PDS

• Microsoft Packages

Skills & Abilities

• Computer / IT Skills

• Typing - Speed to a high standard

• Flexibility to move between tasks; for example, preparing letters, writing minutes, data entry, complaints and maintain relevant information on agreed databases.

Attributes

• Personal attributes / Interpersonal skills

• Confidentiality

• Initiative