Administration Support

Overall Purpose of the Post: To provide administrative support to the Director of Services (DoS) Office, Children’s Services Manager (CSM) as relevant & Children’s Disability Network Managers (CDNM) in relation to supporting CDNT services across the region.

Duties:

• To provide administrative support to the Director of Services, Children’s Services Manager and children’s disability services regionally within Enable Ireland.
• Prepare correspondence as requested including responses to requests for information in the form of PQs and data access requests.
• Support the reporting requirements within the organisation including collection, collation and scrutiny of data and information.
• Provide administrative support to the local training process system in place.
• Ensure strict compliance with health and safety standards including collation of information on accidents, incidents and near misses and supporting the organisation in the administrative duties involved in risk management.
• Take a lead role in management of the filing system including co-ordination of archiving and storage of files in line with Enable Ireland’s Data Protection and Information Management policies.
• Support the organisation in relation to the record management systems in use and take a lead role in advanced use of same including support for staff where appropriate.
• Support recruitment campaigns and appointments from a service perspective.
• Assist the relevant managers to develop administrative policies and procedures to support children’s services
• Provide support and supervision to administrative or other staff as assigned in line with Enable Ireland policy.
• Provide reception/switchboard support and front of house support to the service.
• Complete tasks with a high level of attention to detail.
• Understand and work within Enable Ireland’s code of confidentiality.
• Other administration tasks to support the designated manager, which will vary on a daily basis.

Communication • Ensure that good, clear and respectful communications and relationships are developed and maintained as appropriate with all stakeholders.

Training and Development • To participate in training programs and other developmental needs as identified by the designated manager.

Health & Safety: • Support the promotion of health and safety and risk management across the service including the development and monitoring of policies and procedures and compliance with same. • Ensure accurate and timely health and safety reporting as required. • Participate in local health and safety initiatives and training as required. Ensure that effective safety procedures are in place in the execution of the duties of the post to comply not only with the Health, Safety and Welfare at Work Act but also with Enable Ireland’s policies and procedures.

Quality Assurance: • Adhere to requirements in relation to the collection of data in accordance with agreed procedures and as required by Enable Ireland. • Work in accordance with Enable Ireland policies and procedures and promote adherence to same across the service. • Participate in EFQM (European Foundation for Quality Management) model for quality assurance as required. • Contribute to the ongoing development and implementation of Enable Ireland’s quality assurance initiatives and departmental standards. To minimise exposure to breaches of GDPR, strict compliance is required In the course of carrying out the duties of this job and working with others. This will include but is not limited to compliance with Enable Ireland’s suite of GDPR Policies & Procedures, attending all GDPR Training sessions and ensuring personal responsibility for implementing safeguards and measures as directed.

This job role document is not intended to be an exhaustive list of duties and responsibilities may be reviewed from time to time by the Director of Services/Children’s Services Manager or designate to reflect the needs of the service and will evolve as new legislation and service arrangements come into place. Terms & Conditions Responsible to: Childrens Services Manager or designate Probation: A probationary period of 6 months applies, wherein three probationary meetings will take place to review your performance and suitability for appointment. The company reserves the right to extend the probationary period on an exceptional basis if it is deemed that the extension would be in your interest. In any case, this will not exceed a period of 9 months. The probationary period may also be extended to facilitate statutory leave. Salary: The current salary scale for this post is €32,269 to €49,298 pro rata per annum. Annual leave: Annual leave entitlement is 30 days pro rata per annum and proportionately less for less than 12 months service. Pension scheme: Enable Ireland operates a contributory pension scheme which all staff may join on earlier of 1st July or 1st January following start date Medical: The successful candidate will be required to undergo a medical assessment. Garda Clearance/ These will be required for all prospective staff who undertake Police Clearance: relevant work or activities relating to children or vulnerable persons. Sick Pay: All periods of sickness exceeding two days must be medically (If applicable) certified. Weekly medical certificates are required thereafter. The Company reserves the right to have you examined by its own Doctor after 3 months continuous sick leave. Upon completion of 6 months continuous service with the Company sick pay will be as follows: Full pay less social welfare for the first 13 weeks of sickness in any 12 month rolling period and half pay less social welfare for a further (13) weeks of sickness absence in the same 12 month rolling period Redeployment: In exceptional circumstances the organisation reserves the right to redeploy you to an alternative role that is suitable to your skills and experience. Qualifications and Experience Essential Criteria

• Leaving certificate or equivalent standard of education
• A minimum of 3 years relevant administrative experience
• Excellent IT skills, including extensive use of and proficiency in the MS Office Suite.
• A full driving license which is valid in the jurisdiction
• Access to own transport

Organisational and Professional Knowledge

• Broad knowledge of the Enable Ireland organisation and the requirements of the job.
• Knowledge of the ethos and model of working in Enable Ireland.
• High level of proficiency and experience in Microsoft Office, in particular Word and Excel.
• Demonstrate an awareness of services for children with disabilities.
• Knowledge of the disability sector and legislation pertaining to current services.
• Knowledge of Progressing

Disability Services for Children & Young Persons

• Excellent typing skills.
• Knowledge of office management and communication systems and procedures.
• Effective administration skills, with a keen eye for detail and accuracy
• Understanding of GDPR and Data Protection legislation and processes including Freedom of Information and Data Subject Access Requests
• Have an awareness and understanding of relevant legislation and professional requirements in order to carry out duties in a compliant

Core Competencies Building and maintaining working relationships Planning & organising of activities and resources Integrity and Decision Making

The post holder will demonstrate:

• Excellent communication and interpersonal skills.
• Excellent written skills and ability to present work clearly and effectively.
• Excellent interpersonal skills.
• Demonstrates active listening.
• Demonstrate tact and diplomacy
• Ability to maintain composure in difficult or challenging situations.
• Awareness of the importance of confidentiality and discretion.
• Prioritise workload and problem solve.
• Excellent organisation skills.
• Excellent time management skills and ability to multitask.
• Strong analytical skills with good attention to detail.
• Experience of database systems.
• Experience of operating office systems.
• Understand the importance of policies and procedures and application of same.
• Respect the policies of Enable Ireland in relation to confidentiality, maintaining boundaries, dignity and respect.
• Discretion and trustworthiness: as you will often be party to confidential information.
• Demonstrate honesty, integrity and hold strong code of ethics.
• Exercise excellent judgment and decision making.
• Demonstrate a reflective approach when dealing with problems.
• Make decisions in a professional and ethical manner.

Team Working

• Demonstrate a strong understanding of team working.
• Ability to coordinate workload within a team.
• Is flexible and has the ability to work effectively as part of a wider team.
• Demonstrate conflict management skills.
• Motivates & supports colleagues.

Special Aptitudes

• Exhibit excellent problem solving and judgement skills.
• Possess a positive, helpful, cheerful attitude and an approachable manner.
• Proactive approach to overall performance.
• Willingness to embrace service development and change.
• Be able to work on own initiative but also as part of a team.