Administrator

Purpose of the Role: The Senior Administration Officer plays a pivotal role in overseeing and enhancing the administrative support functions within the residential service, acting as a key resource for both the Service Manager and local management team. This position ensures the efficient and effective management of all administrative tasks, record-keeping, and compliance with Cheshire Ireland’s standards, values, and operating ethos. The Senior Administration Officer will also assist in strategic projects and continuous process improvements, while maintaining the highest levels of confidentiality and professionalism in all dealings.

Key Responsibilities: 1. Administrative Oversight & Support • Lead administrative functions for the residential service, ensuring smooth communication between internal teams and external contacts on behalf of the Service Manager. • Oversee the development and management of efficient records management and filing systems, ensuring alignment with Cheshire Ireland policies and legal requirements. • Supervise the coordination of administrative tasks, including letter writing, minute-taking, and report compilation, and ensure quality control of all documentation. • Manage office-related equipment and supplies, including regular maintenance and reordering processes, and track usage to ensure optimal resource management. • Oversee the coordination of volunteers, ensuring that all administrative tasks related to volunteer management are handled efficiently.

2. HR Administration & Payroll Support • Lead the HR administrative processes, including the maintenance of employee rosters on Softworks and ensuring the timely updating of attendance records. • Run payroll reports fortnightly, working closely with HR and payroll departments to resolve any discrepancies or issues. • Oversee the preparation and maintenance of recruitment documentation, updating employee terms and conditions, and processing leaver and starter information in collaboration with HR. 3. Finance Support • Supervise the processing of service-related invoicing and bill payments, including raising purchase orders and overseeing invoice processing for individuals receiving services. • Assist with queries regarding expense claims, ensuring compliance with finance policies and resolving any related issues. 4. Communication & Stakeholder Engagement • Maintain effective and professional communication with internal and external stakeholders, ensuring that all correspondence is clear, accurate, and timely. • Ensure that all sensitive information is handled with discretion and confidentiality, especially when communicating on behalf of the service. 5. Continuous Improvement & Compliance • Stay up to date with Cheshire Ireland’s policies, procedures, and codes of conduct, and contribute to the continuous improvement of administrative processes and workflows. • Ensure compliance with all relevant standards and regulations, promoting a culture of high performance and continuous development. 6. Health & Safety & Employee Relations • Support the Service Manager in ensuring adherence to Health & Safety policies and procedures and assist in maintaining Health & Safety records and documentation. • Foster positive relationships within the team, ensuring open communication and mutual support. • Uphold employee attendance policies and maintain a high standard of personal conduct and appearance, leading by example in professional settings.

Competencies: The Senior Administration Officer will be expected to demonstrate the following core and role-specific competencies: • Core Competencies: o Person-Centred Focus o Service Focus o Teamworking o Personal Accountability o Communication (Verbal & Written) o Interpersonal Skills o Flexibility & Adaptability o Personal Effectiveness • Role-Specific Competencies: o Problem Solving o Effective Time Management o Attention to Detail o Proactive Approach

Required Skills & Qualifications: • A minimum of 3 years of experience in an administrative role, with a strong background in managing multiple tasks and priorities. • Proficient in Microsoft Excel, Outlook, and other office software, with the ability to quickly learn new systems. • Strong interpersonal and communication skills, with a proven ability to build and maintain positive working relationships across all levels of an organization. • Ability to work independently, with strong organisational skills and a proactive approach to problem-solving. • Must be eligible to work and live in the Republic of Ireland. • Ability to occasionally work outside of normal working hours and travel between Cheshire services, as required. • Fluency in English, both written and spoken.

Personal Attributes: • Strong sense of integrity and professionalism, with a commitment to high ethical standards. • A positive and patient attitude, with the ability to remain composed in challenging situations. • A flexible and adaptable approach to work, with the ability to manage shifting priorities. • Sensitivity to the needs of individuals with physical disabilities and a commitment to personcentred care. During your employment, you will be required to be flexible and must be prepared to carry out work and ad- hoc duties assigned to you by the organisation from time to time. The organisation will carry out a regular review of this Role Profile and reserves the right to change, amend or clarify this document at any time Salary: €16.71 - €23.91 per hour