Administrative Assistant

Role Purpose

To provide an efficient, accurate and professional administrative service that supports the day-to-day operation of Saint Joseph's Shankill. The post holder will work collaboratively with colleagues across the service, provide a welcoming point of contact for residents, relatives, visitors, contractors and other stakeholders, and maintain high standards of administration, record keeping, confidentiality and customer service.

Key Duties and Responsibilities

Administration and Reception

• Provide general administrative and clerical support, including reception cover, telephone and email correspondence, filing, scanning, printing, photocopying and document preparation.

• Manage day-to-day enquiries professionally and courteously, directing queries to the appropriate person and following up where required.

• Maintain electronic and paper records in an accurate, organised and timely manner, including resident and daycare registers and relevant databases.

• Prepare routine letters, documents, reports, lists and other administrative information as required.

• Support meetings, appointments and service activities through scheduling, document preparation, minute taking or follow-up actions where required.

Finance and Accounts Administration

• Carry out routine accounts administration, including debtors, creditors, cash receipts, in line with local procedures.

• Receive, record and process incoming payments relating to debtors, meals, fundraising activities and other service income as required.

• Maintain relevant supplier records, including tax clearance and insurance documentation, and follow up on expiries or outstanding information.

Digital Systems and Information Management

• Use Microsoft 365 and other relevant systems confidently for word processing, spreadsheets, Outlook email, calendars and shared electronic records.

• Ensure information entered on systems is complete, accurate and kept up to date.

• Process personal, financial and service information securely and in accordance with organisational policies, data protection requirements and confidentiality obligations.

Team and Service Support

• Work collaboratively as part of the wider team and provide administrative support to line managers and colleagues in delivering an effective service.

• Prioritise competing tasks, meet deadlines and communicate promptly where issues may affect delivery.

• Quality check work carefully and maintain a consistently high standard of accuracy.

• Engage positively with and support the volunteer team as appropriate to the role and service.

Standards and General Responsibilities

• Demonstrate excellent customer care, respect and empathy when dealing with residents, relatives, specified persons, visitors and colleagues.

• Maintain an appropriate working knowledge of legislation, regulation, standards and organisational policies relevant to the administrative responsibilities of the post, including requirements applying to designated centres for older people and HIQA standards.

• Participate in mandatory training, and in-service training relevant to the post.

• Comply with health and safety requirements and with organisational policies and procedures, including the Employee Handbook and Safety Statement.

• Maintain strict confidentiality in relation to residents, staff, service records and any information obtained in the course of duties.

• Work in a manner consistent with the mission, values, ethos and policies of Saint Joseph’s Shankill and the wider organisation.

• Undertake other appropriate duties, consistent with the grade and nature of the role, as assigned by the Person in Charge, Operations Manager, Administration Officer or another appropriately designated manager.

Skills and Competencies

• Competence in Microsoft 365, particularly Outlook, Word and Excel, with the ability to learn other service systems.

• Strong administrative, organisational and time-management skills.

• Good written and verbal communication skills with a professional and helpful approach.

• Accuracy, attention to detail and a methodical approach to work.

• Ability to manage priorities, work to deadlines and use initiative within the responsibilities of the role.

• Ability to work effectively both independently and as part of a team.

• Appropriate discretion and sound judgement when handling confidential or sensitive information.

• Basic numerical competence and confidence with routine accounts administration.

Role Flexibility

This job description outlines the principal duties of the role. It is not intended to be exhaustive and may be reviewed from time to time to reflect service needs, organisational changes and the responsibilities appropriate to a Grade III administrative post.