Administration Officer

Role and Function of the Administration Support

The Administration Officer plays a key role in AIIHPC providing full-time reception duties and administrative support to the Office Manager, CEO, and wider AIIHPC Team, as required.

The post holder is the first point of contact with the Institute for the general public, member organisations, key stakeholders, suppliers, etc., as a representative of AIIHPC. The Administration Officer will use their own initiative to respond appropriately to queries and to filter enquiries as appropriate to the Office Manager or other team members.

The Administration Officer will be required to conduct all assignments in a professional, courteous, and confidential manner. It is expected the post holder will plan and organise their own work and determine the priority of tasks.

• Establish and maintain effective working relationships and appropriate communication networks with key stakeholders, both internal and external to AIIHPC, and provide front-of-office reception to guests, greeting and looking after visitors and callers.

• Provide administrative support to the AIIHPC Team including daily maintenance of office, communication systems, filing, correspondence, copying, attending meetings, and generating meeting records. All administration tasks must be undertaken with particular attention to accuracy, presentation, and speed.

• As required, record and monitor staff annual leave and provide reports when requested to the CEO.

• Support the planning and organisation of AIIHPC meetings and events in collaboration with relevant team members. This includes responsibility for supporting event organisation, including venue bookings, catering, sourcing materials, administration support, supporting registration processes, attendance certification, and booking online meeting systems (e.g., Zoom and Teams).

• Take appropriate action in relation to mail/email, telephone and other enquiries to the office, ensuring effective message transmission so that any necessary follow-up actions can be undertaken. Provide day-to-day user support for the Institute’s Learning Management System as required and respond to AIIHPC’s info@ email address.

• Ensure manual and electronic records, including the AIIHPC Contacts Database and filing systems, are accurately maintained, updated regularly, and stored in a safe and confidential manner in line with GDPR legislation.

• Order stationery, office materials, and office supplies as required, ensuring value for money is maintained.

• Provide cover for the Office Manager duties while the Office Manager is on annual leave.

• Assist in the upkeep of AIIHPC’s policies and procedures, including instruction notes for general office and Health & Safety records.

• Manage the purchase order system in line with the Procurement Policy, including liaising with suppliers regarding invoicing, setting up new suppliers on the bank system, and liaising with CEO / Office Manager regarding dual authorisation.

• Process all invoices and payroll payments in bank and credit card payments, including liaising with CEO / Office Manager regarding dual authorisation.

• At month-end, undertake a review to ensure all invoice and payment receipts are in place relating to expenditure contained within the current account and credit card statements, and ensure paperwork is recorded and filed appropriately.

• Liaise with the accountant to support with providing documentation as end-of-month accounts are prepared.

• Support liaison with auditors during the annual audit, including providing supporting information and reports in liaison with the Office Manager and CEO.

• Provide administrative support to AIIHPC work areas including:

  • The Caru continuous learning programme for nursing homes: correspondence, processing and managing participant registrations, attendance and support of online Caru AIIHPC Project ECHO sessions and webinars, and generating records.

  • Voices4Care: support toward the management of AIIHPC’s volunteer group of service users, carers, former carers and interested citizens, including correspondence, processing and managing in-person and online events, and supporting engagement opportunities with member organisations and the wider sector.

  • Palliative Care Week: support for AIIHPC’s annual campaign.

• Be familiar with the policies, practices and procedures of AIIHPC and maintain a safe work environment in cooperation with the AIIHPC Management Team.

• Work in a safe manner with due care and attention to the safety of self and others, and report immediately to the Office Manager any accidents or incidents.

• Act as Health and Safety Officer / Occupational First Aid contact for AIIHPC.

ESSENTIAL

DESIRABLE

• A good understanding of palliative and end-of-life care

• Experience in financial processes, managing PO schedules, and processing bank payments

• Experience supporting online and in-person event management

• Experience of reception duties and communication skills

• Experience in software such as Mailchimp, Survey Monkey, and website administration (e.g., WordPress)

• Experience setting up and supporting Zoom and Teams meetings

ESSENTIAL

• Microsoft / IT Certification / ECDL or equivalent

DESIRABLE

• Formal training in office management and secretarial skills

• Secretarial qualifications

ESSENTIAL

• Proven organisation and administrative skills

• Time management and ability to prioritise work streams and tasks

• Excellent standard of verbal and written communication skills

• Proven record of accuracy and attention to detail in record keeping and reporting

• Ability to use own initiative yet know when to refer to senior staff

Equality Statement AIIHPC is committed to treating its employees equally irrespective of race, religion, age, gender, sexual orientation, marital status, disability, family status, and ethnic origin.

Working Base This post is based in Dublin at the AIIHPC Office, Education and Research Centre, Our Lady’s Hospice & Care Services, Harold’s Cross, Dublin 6W. Remote working will be considered, although there will be a requirement to attend the office at least three days per week.

Salary Scale Within a range up to a maximum of €34,923.99 – €51,421.50 pro rata – salary based on experience. The post is based on 0.8 WTE / 4 days per week. The successful candidate’s salary will be calculated strictly on the number of years of relevant/comparable experience.

The post holder is required to pay to the Institute any fees or other monies (other than inclusive salary) payable to or received by them by virtue of the appointment or in respect of services, which they are required by law to perform.

Holidays 26 days per annum pro rata (21 days).

Health A candidate must be fully competent and capable of undertaking the duties of the post and be in a state of health such as would indicate a reasonable prospect of regular and efficient service. A pre-employment medical will be required.

Contractual Hours 28 hours per week. Due to the seniority of the post, starting and finishing times may vary according to Institute needs. There may be times when work outside normal office hours is required. Flexible working will be considered, but there will be a requirement to attend AIIHPC for meetings as needed.

Contract Duration The post will be filled on a 0.8 WTE (4 days/week) time-specified purpose contract basis for 1 year.

Superannuation The Institute will contribute 7% towards a pension scheme. Employee contributions are mandatory at a minimum rate of 7% of gross basic salary.

Probation This appointment is subject to the satisfactory completion of a six-month probationary period.

• If performance is unsatisfactory, AIIHPC reserves the right to terminate employment with one week's written notice.

• Similarly, the post holder must provide one week's written notice if resigning during the probationary period.

• The probation period may be extended, but will not exceed eleven months. Any extension will be confirmed in writing.

Resignation The post holder must provide not less than one month’s written notice of resignation.

Expenses All travel and work-related expenses will be reimbursed on a vouched basis in line with AIIHPC policies.