Administrative Assistant

1. JOB PURPOSE

The purpose of this post is to provide a wide range of support activities. The key tasks associated with this role will be to provide effective office administration support to the team, including providing comprehensive secretarial and administrative support such as general office management, dealing with incoming and outgoing correspondence, diary and travel arrangements, preparing documentation for meetings, liaising with a range of internal and external stakeholders, event management.

2. MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE

Formal Education / Training

• Educated to degree level in a relevant discipline is desirable.

Work Experience

·       At least four years administration experience with a track record of handling multiple competing priorities in a busy and challenging environment is desirable.

Skills and Knowledge

• First class IT skills with a high level of proficiency in the full suite of Microsoft Office applications
• Project and events management experience
• Experience of providing support at a senior level in a busy and pressured environment
• Excellent office co-ordination and organisational skills
• Demonstrable relationship management skills
• Excellent interpersonal, negotiation and problem solving skills
• High degree of efficiency and attention to detail
• Ability to deal with issues of a highly sensitive nature
• Excellent written and verbal communication skills
• Ability to work successfully in a team environment both in person and with remote colleagues, building effective working relationships to create a positive working environment

3. JOB DUTIES AND RESPONSIBILITIES

Job Area

1. Provide secretarial and administrative support to the Regional Operating Officer and Integrated Services Managers to include tasks such as diary management, preparation for meetings, organising travel and meetings in addition to general administration tasks including the management of a comprehensive filing system.

2. Ensure the effective operation of the office of the Region, including coordination of team meetings and diaries, organising meetings, compilation and collation of reports, management of invoicing and expenses, maintenance of databases, including employee documents such as payroll, Supervision documents, and other records in line with organisational policy requirements.

3. Ensure all Managers meet monthly reporting deadlines and requirements e.g. Status Reports, Management Account Variances, various information requests.

4. Advise the management team of all Health and Safety immediate notifications, incident reports and ensure that these are followed up as needed and records maintained in line with Safety Statement requirements.

5. Monitor, maintain and manage the statistical information/reports using spreadsheets, intranet, database software and the production of trend analysis reports and ensure an accurate and up to date record of all HSE Monthly and Quarterly Returns and ensure submission by the required deadlines in line with Service Level Arrangements.

6. Compile an accurate and update monthly register of On Call reports, On Call rotas and prepare the necessary documentation regarding same.

7. Maintain an accurate and up to date register of each service Absence Management and prepare monthly reports of same for analysis in conjunction with the HR Key Business Partner.

8. Compile grant applications in conjunction with local managers and prepare for review by the Regional Operating Officer and Finance.

9. Compile and review Capital Requisitions received from managers to ensure the necessary detail and supporting documentation is attached for sign off by the Regional manager and that submission to finance meets the required timeline.

10. Take ownership and oversight of the general office administration/ management, orders and invoice accountability to ensure an efficiently run office.

4. COMMUNICATION AND WORKING RELATIONSHIPS

Typical Level of Interaction

☐ Standard: Typical interaction is to request and provide information. Courtesy, tact and effectiveness are required.

X Advanced: Influence using logic and facts. Communication is important but not critical to the achievement of job objectives.

☐ Expert: Win the hearts and minds, changing opinion of people. Critical in achieving the job objectives.

Primary Audience (Internal)

Regional Operating Officer

Integrated Services Manager

Regional Team members

People who use Rehab Group’s services

All Internal Customers

External agencies, e.g. Government departments and agencies, funders, other voluntary sector organisations, public and private sector organisations in Ireland and abroad.

Members of the public.

Level of Audience (Internal)

X Clerical / Operational

☐ Supervisory / Junior Professional

☐ Middle Management / Seasoned Professional

☐ Senior / Top Management

Primary Audience (External)

All External Stakeholders

Level of Audience (External)

X Clerical / Operational

☐ Supervisory / Junior Professional

☐ Middle Management / Seasoned Professional

☐ Senior / Top Management

5. OPERATING ENVIRONMENT

This role requires the job holder to:

·        Have an awareness of the culture, objectives and mission of the Rehab Group

·        Have excellent administrative skills and an ability to work in a busy environment with many competing priorities

·        Be confident and assertive with strong negotiation and problem solving skills

·        Have exceptional written communication skills with experience of developing content for social media, newsletters and websites a plus

·        Be a self-starter who is motivated and creative

·       Be flexible and willing to work outside normal hours where necessary

6. KEY COMPETENCIES

A commitment to living the organisational values of Team work, Dignity, Justice, Advocacy and Quality

Planning and Organising

• You create comprehensive plans which deliver on specific objectives
• You identify, to the best of your competence, the resources required to achieve the plans
• You think ahead and attempt to identify potential problems and factors which may arise, raising these with the appropriate person or addressing the issues
• You plan ahead for meetings and busy period
• You set realistic timescales and monitor the progress of plans 

Judgment & Decision Making

• Identifies and focuses on core issues when dealing with complex information/situations
• Assembles facts, manipulates verbal and numerical information and thinks through issues logically
• Sees the relationships between issues and quickly grasps the high level implications
• Identifies coherent solutions to complex issues
• Takes action, making decisions in a timely manner and having the courage to see them through
• Makes sound and well informed decisions, understanding their impact and implications
• Strives to effectively balance the departmental issues, organisational elements and the service user / employee impact in all decisions

Management & Delivery of Results

• Initiates and takes personal responsibility for delivering results/services in own area
• Balances strategy and operational detail to meet business need
• Manages multiple agendas and tasks and reallocates resources to manage change in focus
• Makes optimum use of resources and implements performance measures to deliver on objectives
• Ensures the optimum use of ICT and new delivery models
• Critically reviews projects and activities to ensure their effectiveness and that they meet Organisational requirements
• Instils the importance of efficiencies, value for money and meeting corporate governance requirements
• Ensures team are focused and act on Business plans priorities, even when faced with pressure

Building Relationships & Communication

• Speaks and writes in a clear, articulate and impactful manner
• Actively listens, seeking to understand the perspective and position of others
• Manages and resolves conflicts / disagreements in a positive & constructive manner
• Works effectively within the Organisational process, recognising & managing tensions arising from different stakeholder perspectives
• Persuades others; builds consensus, gains co-operation from others to obtain information and accomplish goals
• Proactively engages with colleagues at all levels of the organisation and across other Departments and builds strong professional networks
• Makes opinions known when s/he feels it is right to do so

Openness to Change

• You participate in the communication of change to the organisation
• You effectively highlight the need for change providing leadership and direction throughout the change process
• You communicate changes in a clear and positive way, understanding that some people may be fearful of change and require additional support
• You actively support individuals to identify and communicate any additional resources, support or expertise they need to adapt to and manage the change
• You encourage others to identify opportunities for change in their roles and practices and in organisational policy and service delivery
• You help to minimise disruption when implementing changes
• You evaluate change by encouraging feedback and building on this to ensure the success of the change
• You act as a role model for change

Professionalism

• You contribute to the development, maintenance and evaluation of systems that:

-   enable individuals, key people and others from within and outside your organisation to understand your organisation’s policies and procedures;

-   ensure individuals’ rights to confidentiality of information are maintained;

-   enable you and others to reflect on, and challenge assumptions and ways of working.