Service Administrator

Overview of the Purpose of Role: The Office Administrator role is a full-time position that operates as part of the core Central Office team of Cheshire Ireland. The main purpose of the role is to assist the Office Manager in the efficient day to day running and administration of Central Office and to act up as Office Manager when required during periods of leave. This position is an integral part of Cheshire Ireland’s vision that all people using Cheshire Ireland services are supported to live their best possible life. It is critical when undertaking your work that you do so in a manner that is consistent with Cheshire Ireland’s values and operating ethos.

Overview of Duties & Responsibilities: General Administration duties • Provide administrative support to the Office Manager and Executive team. • Manage reception area of Central Office and receive visitors in a professional, welcoming, and courteous manner and ensure that the appropriate sign in/out procedures take place. • Manage all incoming telephone calls to reception, professionally and efficiently and to ensure that all queries are handled in an understanding and helpful manner. • Manage all email queries to reception and circulate to appropriate departments where necessary. • Process incoming and outgoing post including keeping log of registered post updated. • Book couriers and taxis where required and administer accounts. • Manage the Petty Cash with accounts department for Central Office. • Provide administration support to Heads of Functions and their teams when drafting, printing, and binding of reports are required. • Manage ad-hoc requests and general enquiries. • Take minutes at meetings when required and follow up with circulating minutes to attendees. • Assist the Office Manager in the management of IT support to staff both in Central Office and in services.

Supplies & Equipment • Oversee that sufficient supplies of stationery for Central Office are always maintained. • Circulate up to date Cheshire Ireland letterhead paper to Central office staff and services. • Ensure office equipment (printers, franking machine, shredder, and fax machine) are in excellent running order and are serviced regularly. • Ensure kitchen and cleaning products are always in stock. Meetings & Bookings • Liaise with the organisers of the training days in Central office in the booking of the training room. Ensure required equipment is available for trainer e.g., projector, T.V screen, white board markers, flip chart, paper and markers etc. • Prepare meeting rooms as required to facilitate refreshments and order lunch for meetings when necessary. • Arrange hotel bookings when required for Central Office and services staff.

Other duties • Act-up as Office Manager during periods of leave. • Attend other Cheshire Ireland administrative offices periodically as needed to ensure adequate supplies and equipment are in place. • Assist the National Health Safety & Risk Manager with managing the uploading of Adverse Events onto the National Management System (NIMS). To manage the printing of AER reporting books and distribute to services when required. • Manage the setup of new staff on the Cheshire intranet. • Coordinate the uploading of Policies and staff documents to the Cheshire intranet. • Provide administration support to the Data Protection Officers if required. • Manage the setup of email staff distribution lists. • Keep staff contact lists up to date. • Set up of Purchase Order numbers on the PO Software system in relation to stationary, hotel bookings, lunches, IT equipment etc. • Administer the mobile phone staff account for Central office staff. • Administer the online meetings accounts over Zoom and Teams.

The Office Administrator will carry out general administrative duties including but not limited to those outlined under the above headings.

Demonstrated Behaviours • Consistently lives and demonstrates the values of Cheshire Ireland in the carrying out of their role and in their interactions with others. • Exhibits a high personal drive for excellence and holds themselves accountable for consistently high-quality performance. • Models’ open communication and information-sharing, consistently keeping all stakeholders informed. • Demonstrates ability to engage with others, build relationships and collaborate with colleagues cross-functionally. • Uses experience to analyse and solve problems and exercises sound judgment about when to act and when to escalate issues to the next level. • Adept at evaluating, planning, and prioritizing own work, managing multiple activities, and using time and resources effectively. • Understands and supports the need for change and continuous process improvements. • Demonstrates the desire and ability to grow own capabilities by seeking out and engaging in challenging learning opportunities that enhance contribution to the organisation and advance career development.

Essential Qualifications, Experience, Skills and Knowledge • At least two years’ experience in an Office Administration role is essential. • Excellent computer skills, especially in Office 365, Microsoft Word, Excel and PowerPoint are required. • The ability to learn to use new systems and have the desire to acquire new skills and to apply these to their own work situation. • Have the initiative and ability to “problem-solve”, as required. • The ability to manage competing priorities, complete work within required timeframes and manage stakeholder expectations. • Excellent interpersonal and communication skills (both verbal and written) and demonstrable ability to effectively communicate and build positive relationships with all stakeholders. • In possession of the necessary documentation to work and live in the Republic of Ireland and able to speak and write English fluently. • A clean driving licence and willing to travel for work when required. • Ability to work flexibly and outside of normal working hours on occasion (the role may involve travel to other Cheshire offices) Salary: €12.64 - €18.57 per hour