Administrative Officer

As a Section 39 organisation, KPFA operates its own pay scales.

Annual increments are awarded up to the maximum point of the relevant scale.

We are seeking a professional and highly organised Administration Officer (Grade IV) to provide quality administrative and clerical support within the Services Department. The successful candidate will support the effective operation of governance, compliance, and reporting systems while working closely with the Administration Manager and wider senior management team.

Post: Administrative Officer

Contract: Specified Purpose, Part-Time (35 hours per week)

Location: Administration Building, The Old Monastery, Port Road, Killarney, Co Kerry

Roster:Mon - Wed: 09:00 - 17:30 / Thurs: 09:00 - 17:00 / Fri: 09:00 - 13:00

*Rosters may be subject to change due to the operational requirements of the service*

Summary of key duties and responsibilities:

• Provide comprehensive administrative and clerical support to the Services Department, including direct support to senior management as required.
• Prepare, format, and proof read correspondence, reports, minutes, presentations, and other documentation to a high professional standard.
• Maintain accurate records, databases, registers, and filing systems in line with Association and GDPR requirements.
• Support governance, compliance, and reporting processes, including preparation of documentation for audits, inspections (including HIQA/HSE), and risk management systems.
• Coordinate meetings, training sessions, and events, including scheduling, agendas, minute-taking, and tracking agreed actions.
• Act as a key point of contact for internal and external communications, ensuring queries are handled promptly and professionally.
• Support operational administration across HR, finance, and service reporting functions, including collation of documentation and basic processing tasks.
• Contribute to effective team working, service improvement initiatives, and the efficient use of IT and records management systems.

Key competencies for the role:

• Strong attention to detail and accuracy in all administrative tasks.
• High level of confidentiality, discretion, and professionalism.
• Excellent communication and interpersonal skills.
• Strong organisation and time management abilities.
• Competent in IT systems, databases, and Microsoft Office applications.
• Flexible, adaptable, and effective team player.

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.

Highly 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.

*In relation to offers of employment, evidence of relevant employment experience must be clearly detailed in your CV. Failure to provide this information, along with a satisfactorily completed verification of service form before an agreed start date, will result in placement at Point 1 of the applicable scale. Incremental credit will only be applied from the date correct documents are submitted.*

Your CV must be written independently and accurately reflecting your own experience, skills, and competencies. The use of AI or automated tools to complete any part is not permitted.

Canvassing
Any attempt by candidates or others acting on their behalf, directly or indirectly, through written communication or any other means, to canvass or influence in the candidate's favour any staff member of Kerry Parents and Friends Association, or any individual involved in interviewing or evaluating applicants, will result in the candidate's automatic disqualification from the position.

Employee Benefits: Sick Pay Scheme, Paid Maternity Leave, Flexible Working, Employee Assistance Programme, Pension Scheme, Parking (Site Dependent) Generous Annual Leave, Access to income continuance scheme, Discounted Health Insurance and Access to training.

For informal queries, please contact Mary Cronin Administration Manager at 064-6632742 or by email to mary.cronin@kpfa.ie.

Applicants are advised to carefully review the full advertisement and associated job description before submitting a comprehensive cover letter and CV by the closing date specified.

(A panel may be formed from which future vacancies for Administrative Officer Services may be filled up to the 31st of December 2026)

Kerry Parents and Friends Association is an equal opportunities employer