Assistant Administrator

Salary: €13.68 - €20.1 per hour

Overview of the Purpose of Role The main purpose of this role is to provide administration support to the Service Manager and local management with all elements of administration and recordkeeping required by the residential service. It is critical that when undertaking your work, you do so in a manner that is consistent with Cheshire Ireland’s values, operating ethos, and standards.

Overview of Duties &Responsibilities: General Administrative Support To manage all external telephone and mailcontacts on behalf of the Service Managers. Provide administrative support for letter writing, minute taking, and reportcompilation. To develop and maintain efficient records management and filing systems in line with Cheshire Ireland Policies and Procedures. Provide support for fundraising activities or initiatives and communityintegration activities. Log, manage, and ensure regular maintenance of office-related equipment andsupplies. Provide support for the coordination of volunteers Works effectively and cooperatively with other staff members. Develops open, honest, and respectful relationships with others; fosters good working relationships with the team.

At all times handles information confidentially. Manage ad-hoc requests and general inquiries.

HR Administration Upload & maintain rosters on TMS, update attendance information, check and clear anomalies. Run payroll reports fortnightly and liaise with the payroll and HR departments regarding any issues. Provide administrative support about recruitment documentation, changes toemployees’ terms and conditions, leaver information, and new starter information ensuring that it is advised to the relevant departments.

Finance Support Manages the processing of service-related invoicing and bill payments through the raising purchase orders system. Assist with the invoicing and payment of contributions from individuals who receivea service. Assists local personnel with queries on the processing of expenses

Communication (written & verbal) Communicates effectively and appropriately withthe Service Manager and all other Cheshire Ireland colleagues, individuals receiving a service, and external parties. Uses appropriate language verbal and written communication skills when acting onbehalf of the service. Handles information confidentially when required. General Administrative Support To manage all external telephone and mailcontacts on behalf of the Service Managers. Provide administrative support in relation to letter writing, minute taking, and reportcompilation. To develop and maintain efficient records management and filing systems in linewith Cheshire Ireland Policies and Procedures. Provide support in relation to fundraising activities or initiatives and communityintegration activities. Log, manage, and ensure regular maintenance of office-related equipment andsupplies. Provide support in relation to the coordination of volunteers Works effectively and cooperatively with other staff members. Develops open, honest, and respectful relationships with others; fosters good working relationships within the team. At all times handles information confidentially. Manage ad-hoc requests and general enquiries.

HR Administration Upload & maintain rosters on TMS, update attendance information, check and clear anomalies.

Run payroll reports fortnightly and liaise with the payroll and HR departments regarding any issues. Provide administrative support about recruitment documentation, changes to employees’ terms and conditions, leaver information, and new starter information ensuring that it is advised to the relevant departments.

Finance Support Manages the processing of service-related invoicing and billpayment through raising purchase orders system. Assist with the invoicing and payment of contributions from individuals who receivea service. Assists local personnel with queries on the processing of expenses

Communication (written & verbal) Communicates effectively and appropriately withthe Service Manager and all other Cheshire Ireland colleagues, individuals receiving a service, and external parties. Uses appropriate language verbal and written communication skills when acting onbehalf of the service. Handles information confidentially when required.

Compliance & Confidentiality To comply with and apply all Cheshire Ireland policies, procedures, codes of conduct, and learned training while carrying out duties. To be mindful of confidentiality and treat all information about people who receive aservice as confidential. To only discuss and disclose information about people who receive a service by agreed ways of working or following supervisory instructions. To seek guidance from the line manager or approved designate where there is a doubt or concern about confidentiality or disclosure of information.

Health & Safety

To adhere to Health & Safety policies, procedures, and codes of conduct. Ensure Health & Safety folders are maintained and kept up to date and assist the Service Manager in the management of the Health & Safety aspects of the Service.

Employee Responsibility To ensure good attendance and compliance with allemployee-related policies and requests. To be well groomed and appropriately dressed at all times. Attend team meetings, 1:1 performance discussion, and required training as requested. Competencies that underpin the core values and ethos of Cheshire Ireland: ✓ Person Centred Focus

✓ Service Focus ✓ Teamworking

✓ Personal Accountability ✓ Communication – Verbal & Written

✓ Interpersonal Skills ✓ Flexibility & Adaptability

✓ Personal Effectiveness

In addition to the core competencies the following Role Specific Competencies also apply to this role: ✓ Problem Solving

✓ Effective Time Management ✓ Attention to Detail

✓ Proactive Approach

Required Skills & Qualifications: Required Personal Attributes: At least 2 years of experience in an Administration role is essential. Excellent computer skills especially in Microsoft Excel, Outlook, and Teams, and the ability to adapt to changing computer technology. Excellent interpersonal and communication skills (both verbal and written) and demonstrable ability to effectively communicate and build positive relationships with all stakeholders. Have the necessary documentation to work and live in the Republic ofIreland. Ability to work flexibly and outside of normal working hours on occasion (the role may involve travel to other Cheshire services on occasion)

Speak and write English fluently. Personal Integrity and trustworthiness

Positive Attitude Respect and patience

Flexibility Works to the highest ethical standards and strives to maintain high standards in the delivery of the service provided. Ability to maintain composure in challenging situations Sensitive to the issues experienced by people with physical disabilities.