Administrator

Purpose of the Job

The Administrator will support the Cavan 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 Citizens Information Service by:

• Carrying out typing duties and maintaining records and files such as centre case files, local Human Resources files, company files and similar documentation 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 enquiries in a prompt and professional manner. This may include overseeing reception, queues and or appointment calendars as required.

• Ensure that the day to day administration of the Centre is carried out in a professional manner.

• Provide administrative support to Information Officers, other staff and volunteers as directed by the 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 and related materials.

• 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 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 and maintaining leave requests as directed by the Development Manager.

• Support regional projects, functions and events as directed by the Development Manager.

• Attend seminars and 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, including 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 years Administrative experience.

Desirable Educational Qualifications and Attainments

• A National Framework of Qualifications recognised qualification in financial administration and or office administration.

Essential Knowledge, Skills and Experience

• Experience of working in an administrative role in a busy office environment and excellent customer service.

• Excellent written, communication and numeracy skills.

• Extensive Information Technology skills and excellent working knowledge of Microsoft Office.

• Experience in data processing and filing using Information and Communication Technology systems.

Desirable Knowledge, Skills and Experience

• Knowledge of the Citizens Information Services and the work they do.

• Knowledge of and or experience in the following areas:

Payroll

Information Technology financial software packages, for example Thrive

Human Resources 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 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 €31,739, €33,047, €34,351, €35,654, €36,954, €38,264, €39,565, €40,874, €43,339 (maximum), €45,089 (Long Service Increment 1), €46,841 (Long Service Increment 2). Salaries are calculated on a pro rata basis for part time staff.

Incremental Credit

It is expected that all new entrants to Cavan Citizens Information Service will be appointed at point one of the salary scale. However, the company operates an incremental credit process for appointments higher than point one. This process is applicable to new entrants into 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 to award an incremental credit or not 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 percent of salary.

Employer contribution: 7 percent 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

Full terms and conditions are contained in a Staff Handbook, which is issued with and forms part of the Employee Contract.