Administration Support

Overall Purpose of the Post: Overall responsibility for the provision of administrative support to Enable Ireland’s Outreach Respite Manager in Mayo, which will include ensuring the smooth running of the assigned administration function and taking on the responsibility of being the local Health & Safety Competent Person. This includes provision of support to the Outreach Respite Manager and the team involved in the provision of services to children in County Mayo.

Key Working Relationships: Enable Ireland delivers services using the Social Model of Disability and as such has a wide range of stakeholders with whom strong professional relationships need to be forged and fostered on an ongoing basis. These stakeholders will be clearly identified.

Key Duties/Overview of Areas of Responsibility

• To provide comprehensive administrative support, such as typing of correspondence, reports, presentations, managing incoming/outgoing mail, and other administrative duties such as filing, photocopying, scanning, provision of statistics and chairing or taking minutes at team meeting.
• To act as Health & Safety Competent Person which will include attending relevant training, undertake risk assessments, maintain the local risk register, undertake chair role for the local Health & Safety committee and to carry out daily / weekly checks where necessary under the Health & Safety policy. File and upload reports to the National Incident Management System (NIMS). Submit monthly reports to the National Health & Safety Committee. Communicate updates and new directives of a Health & Safety nature to all staff.
• Assist with the processing of monthly payroll, collaborating all required relevant information, and completing all data input required.
• Being responsible for invoicing and processing accounts for payment and handling petty cash.
• Prepare correspondence as requested, including Freedom of Information and Data Subject Access requests.
• To update and maintain Enable Ireland’s client Information Management System (IMS).
• To process and maintain all service user records from referral to discharge, including archiving, with strong emphasis on confidentiality.
• To take responsibility for operation of office equipment and ensuring appropriate maintenance of same.
• To participate in the induction process for new staff members.
• To oversee and support the work of junior administration staff, students, volunteers, or others as assigned.
• Any other appropriate duties as assigned by Enable Ireland management

To minimise exposure to breaches of GDPR, strict compliance is required In the course of carrying out the duties of this job and working with others. This will include but is not limited to compliance with Enable Ireland’s suite of GDPR Policies & Procedures, attending all GDPR Training sessions and ensuring personal responsibility for implementing safeguards and measures as directed. Terms & Conditions: Responsible to: Outreach Respite Manager Probation: A probationary period of 6 months applies, wherein three probationary meetings will take place to review your performance and suitability for appointment. The probationary period may be extended or terminated for any reason at Enable Ireland’s discretion. Salary: The current salary scale for this post is €32,269 to €49,298 pro rata per annum. Annual leave: Annual leave entitlement is 30 days pro rata per annum and proportionately less for less than 12 months service. Pension Scheme: Enable Ireland operates a contributory pension scheme which all employees may join on earlier of 1st July or 1st January following start date. Medical: The successful candidate will be required to undergo a medical assessment. Garda Clearance/ Police Clearance: These will be required for all prospective employees who will undertake relevant work or activities relating to children or vulnerable persons. Sick Pay: (If applicable)

Redeployment 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 3 months continuous sick leave. Upon completion of 6 months continuous service with the Company sick pay will be as follows: Full pay less social welfare for the first 13 weeks of sickness in any 12 month rolling period and half pay less social welfare for a further (13) weeks of sickness absence in the same 12 month rolling period. Previous service tenure on a CDNT, which was managed by Enable Ireland as Lead Agency, and/or inwards secondment to Enable Ireland, qualifies for eligibility of Enable Ireland’s sick pay benefits as outlined in the Enable Ireland Sick Leave Policy. In exceptional circumstances the organisation reserves the right to redeploy you to an alternative role that is suitable to your skills and experience. Qualifications and Experience Essential Criteria

• Secretarial or Admin Experience (minimum of three years)
• Proficiency in MS Suite e.g. word, excel, power point
• Experience of managing telephone enquires
• File management both manual and electronic
• Experience processing payroll and accounts

Organisational and Professional Knowledge

• Knowledge of Enable Ireland
• Familiar with Data protection legislation
• Understand the importance of confidentiality
• Knowledge of office management and communication systems and procedures.
• Effective administration skills, with a keen eye for detail and accuracy

Core Competencies

• Keyboard Skills
• Communication Skills
• Demonstrate ability to work as part of a team
• Demonstrate ability to work on own initiative
• Ability to prioritise workload
• Good organisational skills
• Excellent written and verbal skills
• Understand the importance of policies and procedures and application of same

Special Aptitudes

• Displays enthusiasm and motivation to work.
• Demonstrates a proactive approach to overall performance.
• Thinks creatively and implements solutions for everyday problems.
• Flexible and adaptable to meet unprecedented demands
• Proficiency in English, written and spoken