Administration Support

Overall Purpose of the Post: To work closely with members of the interdisciplinary team, other members of the administration team and other managers as appropriate, providing comprehensive administration support as required. Provision of efficient reception cover and will greet all visitors to the building making them feel comfortable and valued.

Duties:

• To work as part of the administration team to provide comprehensive administrative support to the Children’s Services Team such as typing of correspondence, reports, presentations, compiling database and spreadsheet information as required and other administrative duties such as filing, photocopying and scanning
• To provide administration support to aid the processing of referrals
• To provide efficient cover of reception area as required, including operation of switchboard and dealing with client and service queries in a professional and efficient manner
• To welcome all visitors to the building, and ensure that they are dealt with in a timely, professional, and courteous manner
• To record service user information to the agreed service user database system
• To support administrative duties relating to all clinics
• To assist in the maintenance and monitoring of the service filing system and archive system with a strong emphasis on confidentiality and compliance with GDPR
• To organise meetings both external and internal as required
• Typing of minutes of meetings
• To organise meeting rooms for meetings as required
• Operation of post system, both internal and external
• Deal with queries from staff and service users and pass on to appropriate personnel
• To operate and maintain a stock control system for stationery, office supplies and PPE
• To comply with organisational Health & Safety standards
• To assist in the follow up of premises maintenance/IT issues as required

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

Terms & Conditions: Responsible to: Children’s Disability Network Manager (CDNM) Probation: A probationary period of 6 months applies, wherein three probationary meetings will take place to review your performance and suitability for appointment. The probationary period may be extended or terminated for any reason at Enable Ireland’s discretion. Salary: The current salary scale for this post is €26,606 to €42,805 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 employees 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/ Police Clearance: These will be required for all prospective employees who will undertake relevant work or activities relating to children or vulnerable persons.

Sick Pay: (If applicable) Redeployment All periods of sickness exceeding two days must be medically 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 In exceptional circumstances the organisation reserves the right to redeploy you to an alternative role that is suitable to your skills and experience. QUALIFICATIONS & EXPERIENCE

• A recognised and relevant Secretarial/Administration Qualification or relevant experience working in a similar role
• A minimum of two years‘ experience working in a busy office environment
• High level of proficiency in Microsoft Office – Word, Excel, Outlook (a skills test will be conducted prior to any formal offer)
• Experience of reception duties and interacting with members of the public.

ORGANISATIONAL & PROFESSIONAL KNOWLEDGE

• Broad knowledge of the Enable Ireland organisation and the job.
• Knowledge of the ethos and model of working in Enable Ireland.
• Excellent reception / administration skills with a keen eye for detail and accuracy
• Excellent typing skills
• Excellent understanding of communication systems.
• Excellent organisational skills
• Demonstrates a family centred approach

CORE COMPETENCIES: The post holder will demonstrate an ability to: Planning & organising activities & resources

• Ability to coordinate and manage own workload.
• Ability to set, monitor and achieve targets.
• Experience of client data base systems
• Experience of managing office systems.
• Understands and takes account of resource limitations

Integrity & decision making:

• Respects the policies of Enable Ireland in relation to confidentiality, maintaining boundaries, and dignity and respect.
• Demonstrates honesty, integrity and holds a strong code of ethics
• Exercises excellent judgement and decision making skills
• Demonstrates a reflective approach when dealing with problems

Building & maintaining working relationship

• Excellent communication skills both oral and written, and an ability to communicate effectively at all levels.
• Excellent customer focus
• Excellent interpersonal skills.
• Demonstrates active listening
• Understanding of the importance of building and maintaining working relationships
• Awareness of the importance of confidentiality and discretion.

Team Working

• Demonstrates an understanding of team working.
• Demonstrates conflict management skills.
• Proactive in learning new skills from others and applying them.
• Motivates and supports colleagues

SPECIAL APTITUDES & CIRCUMSTANCES

• Demonstrates a proactive approach to overall performance.
• Innovative and creative
• Person centred philosophy
• Child and family focus
• Good problem solving skills.
• Judgement skills
• Demonstrates Flexibility/ adaptability/ openness to change