Administrator

Purpose of the job The Administrator will support the Galway Citizens Information Service Development Manager in the delivery of a high quality service across a nominated area.

Reporting to The Development Manager

Main Duties • The Administrator is responsible for clerical and administration duties to support the Development Manager and regional management team in a wide range of activities.

Service Delivery Administration: • Support the service delivery management team administratively in the work of the Citizen Information Service by; • Carrying out typing duties and maintaining records/files such as centre case files, local HR files, company files etc. as directed by the Development Manager • Arranging events and meetings and taking minutes at such meetings as directed by the Development Manager • Respond to, and allocate to the appropriate staff members as required, relevant telephone, letter, email and personal enquires in a prompt and professional manner. This may include overseeing reception, queues and/or appointment calendars as required. • Ensure that the day-today administration of the Centre is carried out in a professional manner

• Provide administrative support to Information Officers, other staff and volunteers as directed by Development Manager

Facilities Administration: • Stock taking and ordering of office supplies in line with company guidelines • Ensure the service area has an adequate stock of the publications, information leaflets, application forms etc. • Support the Development Manager in all matters related to premises management

Financial Administration • Assist with financial monitoring, using a cloud based system to upload purchase orders and invoices etc., in line with financial guidelines, in liaison with the Regional Administrator as required • Prepare and assist in the collation and collection of data for inclusion in reports as directed by the Development Manager. General Administration • Support the Development Manager in meeting all health and safety requirements as set out in the Health and Safety Statement • Support local tasks such as rosters / maintaining leave requests as directed by the

Development Manager • Support regional projects/functions/events as directed by the Development Manager • Attend seminars/meetings as directed by the Development Manager • Perform other duties appropriate to the role which may be required and agreed with the Development Manager from time to time • This is not an exhaustive list but serves to reflect the nature of the duties included in the role. Given the nature of the organisation, the role is subject to change over time • The job may involve on occasion working unsocial hours (evenings and weekends). Time off in lieu may be taken by agreement with the Development Manager. Essential Educational Qualifications and Attainments • Hold a recognised qualification at a minimum of Level 5 on the National Framework of Qualifications. • A minimum of 2 year’s administrative experience.

Desirable Educational Qualifications and Attainments • An NFQ recognised qualification in financial administration and / or office administration

Essential Knowledge, Skills & Experience • Experience of working in an administrative role in a busy office environment and excellent customer service • Excellent written, communication and numeracy skills • Extensive IT skills and excellent working knowledge of Microsoft Office • Experience in data processing and filing using ICT systems

Desirable Knowledge, Skills & Experience • Knowledge of the Citizens Information Services and the work they do • Knowledge of / experience in the following areas: - Payroll - IT financial software packages for example, Thrive. - HR software package - Financial and accounts data processing - Dealing with members of the public

Core and special aptitudes, and skills • Ability to work on own initiative or as part of a team • Strong organisational skills and attention to detail • Excellent interpersonal skills, self-motivated, flexible and reliable This is a permanent position, subject to satisfactory completion of a six-month probationary period. The period of probation may be extended at the discretion of the Development Manager.

The successful candidate will be available to work 35 hours per week (full time) / 17.5 hours per week (part time). There may be a requirement to work evenings from time-to-time. Full Time Salary: Scale range of €24,407, €25,554, €26,697, €27,845, €28,991, €30,136, €31,279, €32,420, €33,567, (max), €34,710 (LSI1), €35,858 (LSI2). Pro rata for part-time staff.

Incremental Credit: It is expected, that all new entrants to South Connacht Citizens Information Service will be appointed at point one of the salary scale. However, South Connacht Citizens Information Service operates an incremental credit process for appointments higher than point one. This process is applicable to new entrants into South Connacht Citizens Information Service. Incremental credit criteria, based on the competencies for the role, are assessed against employment history as laid out in the application form only. A request for incremental credit from a successful candidate must be made within the first 3 months of employment. The decision on whether or not to award an incremental credit is a decision made by the Board and is subject to the availability of funding.

Pension: A company pension scheme is in place, and membership is obligatory upon commencement. Employee contribution; 5% of salary, Employer contribution; 7% of salary. Please note the Citizens Information Service has established a normal retirement age in line with the state pension age (currently 66).

Annual Leave: Calculated on a pro rata basis for part year service as follows: 23 days 24 days after 2 years’ service 25 days after 5 years’ service