Administrative Officer

Overview of the Role

The Administration Officer (Grade IV) provides professional administrative and clerical support within the Services Department, ensuring the efficient operation of governance, compliance, and reporting systems. The role supports the Administration Manager in delivering high-quality administration across the organisation and, as directed, provides assistance to the Director of Services, Assistant Directors of Services (ADOS), and the Chief Executive Officer (CEO).

The post-holder is responsible for maintaining accurate records, preparing documentation, coordinating meetings, and assisting with communication across the department. The role requires excellent attention to detail, strong organisational skills, and the ability to handle confidential information with discretion.

Key Areas of Responsibility

1. Administrative & Clerical Support

• Provide day-to-day administrative assistance to the Administration Manager and, as directed, to the Director of Services, ADOS, and CEO.

• Draft, format, and proof correspondence, reports, minutes, and presentations to a professional standard.

• Maintain accurate and up-to-date files, registers, and databases (electronic and hard copy).

• Process incoming and outgoing correspondence and ensure appropriate filing and follow-up.

2. Governance, Compliance & Record-Keeping

• Assist in maintaining governance and compliance documentation, including registers, policies, and reporting templates.

• Maintain and update administrative records to support compliance requirements, including the accurate logging, filing, and retrieval of documentation related to incidents, safeguarding, audits, and risk management.

• Ensure records are consistently organised, up to date, and readily available for reporting, inspection, and governance purposes in line with organisational procedures and data protection standards.

• Support the collation of materials for HIQA inspections, HSE reviews, and other external or internal audits.

3. Meeting & Event Support

• Provide administrative support for management and departmental meetings, including scheduling, preparing agendas and meeting packs, and recording minutes.

• Track and log agreed actions, ensuring follow-up is documented and filed.

• Support the organisation of training sessions, workshops, and internal/external events, including venue, equipment, and documentation preparation.

4. Communication & Stakeholder Liaison

• Act as a first point of contact for administrative queries within the Services Department.

• Respond to or redirect telephone calls, emails, and enquiries promptly and professionally.

• Liaise with staff, families, service users, and external agencies in a courteous and professional manner.

• Support the preparation of correspondence and communication for the Director of Services, ADOS, and CEO, as delegated by the Administration Manager.

5. Operational & Service Support

• Assist with compiling and presenting statistical data, reports, and dashboards for management and governance purposes.

• Support HR-related administration by collating and forwarding departmental documentation (e.g. induction paperwork, leave forms, medical certificates, and Garda vetting paperwork) to the HR Department for processing, while maintaining local administrative records in line with organisational policy, confidentiality, and GDPR.

• Provide support with finance-related administrative tasks including invoice processing, petty cash documentation, and expense claims as directed.

• Contribute to the effective use of IT and records management systems, supporting digitalisation and efficient filing processes.

6. Team Contribution

• Work collaboratively with the Administration Manager and colleagues to ensure seamless service delivery.

• Provide cover for administrative colleagues during periods of absence or high workload.

• Participate in continuous improvement initiatives to strengthen administration systems and processes.

• Engage in training and development opportunities to enhance skills and contribute to personal and professional growth.

Qualifications & Experience Required

Essential Criteria:

• Relevant qualification in business administration, office management, or equivalent experience.

• Minimum of 2 years’ experience in a busy administrative or clerical support role.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and confidence using databases and online systems.

• Strong written, numerical, and verbal communication skills.

• Proven organisational and time-management abilities, with the capacity to prioritise tasks and meet deadlines.

• Understanding of confidentiality, GDPR, and professional standards in record-keeping.

Desirable Criteria:

• Experience in health, social care, or other regulated service environments.

• Familiarity with HIQA, HSE, or New Directions compliance processes.

• Experience providing administrative support for governance structures such as meetings, policies, and audits.

Key Competencies for the Role

• Attention to Detail & Accuracy – Consistently ensures high standards in data entry, document preparation, and record-keeping.

• Confidentiality & Professionalism – Handles sensitive information with discretion and integrity.

• Communication & Interpersonal Skills – Professional, respectful, and clear in interactions with colleagues, management, and external stakeholders.

• Organisation & Time Management – Capable of managing multiple tasks, prioritising effectively, and meeting deadlines.

• IT & Systems Proficiency – Confident in using digital tools, databases, and reporting systems.

• Teamwork & Flexibility – Works collaboratively, provides support to colleagues, and adapts to changing organisational needs.

Additional Information

The post-holder must uphold the highest standards of confidentiality, integrity, and professionalism at all times. Flexibility and adaptability are essential to meet the evolving needs of the Services Department and the wider organisation.

This job description does not contain an exhaustive list of duties. Additional responsibilities may be required and will be reviewed periodically in line with service needs.