Seattech Administrator

Would you like to work for a great employer? Enable Ireland is an organisation that makes a real difference to the lives of children and adults with disabilities in Ireland, and is named as one of Ireland's Irish Independent 150 Best Employers 2023.

Enable Ireland, as an equal opportunities employer, proudly maintains a Bronze Award in Diversity from the Irish Centre for Diversity. We vigorously advocate for fairness, respect, equality, diversity, inclusion, and engagement, and are dedicated to ongoing enhancement in these areas.

We are currently seeking a highly-motivated Administrator to join our team in SeatTech, Sandymount.

Contract Type: Permanent

Contract Hours: 35 hours per week

Salary Scale: €46,160 - €55,855 pro rata per annum. Salary scales are subject to LSI’s (Long Service Increments)

Annual Leave Entitlement: 30 days per annum

Overview of the Post:

Enable Ireland SeatTech is a leading national provider of special seating services to people with complex physical disabilities. The purpose of this post is to be a first point of contact for SeatTech, working in the reception office, and co-ordinating and undertaking all necessary administrative, financial, and HR duties as assigned by management.

Overview of Duties & Responsibilities:

· General administrative duties

o Oversee all administration of SeatTech’s frontline service: manage appointments, reports, submissions to funders.

o Competently operate all office equipment and ensure upkeep of same, i.e. overseeing maintenance and stocking consumables

o Prepare facilities for meetings, training courses and events, and take minutes where required

o Administer and process feedback surveys

o Update and maintain multiple databases

o Maintaining the SeatTech section of the Enable Ireland website, and updating relevant media, ensuring appropriate accessiblility

o Manage paperwork digitization in compliance with GDPR

· Reception

o Serve as a primary point of contact for service users, providing professional and courteous assistance

o Manage reception duties including visitor sign-in/out, room allocation, and handling of queries

· Accounts

o Set up new customer and supplier accounts, monitor sales and purchase ledgers

o Generate sales invoices

o Monitor and maintain invoice details

o Assist with credit control

o Generate purchase orders

o Manage SeatTech credit card transactions and reconcile statements

o Process staff expenses

· Clinical & Technical Support Services

o Provide administrative support to clinical & technical teams

o Coordinate training workshops; manage participant documents, and facilities logistics

o Organise staff training courses

o Maintain training records of staff and external course attendees

o Maintain service user filing systems, in line with GDPR, and with a focus on confidentiality

· HR Liaison

o Attend HR liaison meetings, ensure SeatTech representation and compliance with HR procedures

o Manage recruitment processes

o Support new staff induction and maintain mandatory training records

o Update HR records

· Other

o Line manage other administrative staff as assigned by the SeatTech Manager

o Perform additional duties as assigned by the SeatTech Manager

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

The successful candidate will have

Essential Criteria:

• Department of Education Leaving Certificate Examination or have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

• Relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualification and Quality Ireland (QQI)

• Minimum 5 years of recent, relevant experience in a similar role

• Excellent reception & administrative skills with an attention to detail

• Strong analytical skills with attention to detail

• Experience managing client database and office systems

• Proficiency in MS Office suite, including strong typing skills

• Strong organisational skills

• Effective written and verbal communication

• Knowledge of office management and communication systems

• Broad understanding of Enable Ireland Services and its ethos

• Knowledge of Health & Safety, disability sector, and health services

The post holder will demonstrate

• Ability to organise their own workload and that of other administrative colleagues, and to work under their own initiative with particular emphasis on confidentiality

• Ability to take responsibility for multiple projects at once, using own initiative

• Ability to work under pressure and to tight deadlines

• Tenacity to ensure that tasks, particularly engagement with external agencies, are followed through to completion

• Maintenance of accurate documentation and records to track project and task status

• Advanced skills in Outlook, MS Word, Excel and Powerpoint

• Discretion and trustworthiness: specifically with respect to the handling of confidential information

• Excellent judgment and decision-making skills, with the ability to make informed decisions

• Ethical behavior and adherence to organisational values in decision-making processes

• Consideration of the impact of decisions on stakeholders, including service users, colleagues, Enable Ireland and its funders

• Consistent application of policies and procedures to decision-making

• Transparency in decision-making processes, providing clear rationale and communication

• Resilience and adaptability in navigating complex or ambiguous situations.

• Learning from past experiences to improve future decision-making processes

• Active listening skills

• Empathy and understanding in interactions with colleagues and external contacts

• Effective communication with stakeholders at all levels, adapting style as needed

• Consistent maintenance of professionalism and integrity in all interactions

• Trust-building through reliability, consistency, and accountability

• Cultural sensitivity and inclusivity in working with diverse groups

• Ability to resolve conflicts diplomatically and to foster a positive work environment

• Ability to work independently and as part of a team

• Ability to collaborate effectively with team members to achieve common goals

• Respect for diverse perspectives and constructive feedback

• Support for colleagues in their roles, fostering a collaborative environment

• Ability to communicate openly and constructively within the team

• Leadership qualities when necessary to guide team efforts

• Promotion of a positive team culture and morale through active engagement

• Displays enthusiasm and motivation

• Flexible and adaptable, open to service development and change

• Demonstrates a proactive and solution-focused approach

• Creative problem-solving skills

• Reliable and trustworthy

Desirable Criteria:

• NFQ Level 7 or higher administration or business qualification

• Competent Person Training

• Experience of working in the healthcare/disability sector

• Knowledge of Health & Safety

• Awareness of services for people with disabilities

• Good knowledge of the disability sector and health services sector.

• Understands and takes account of resource limitations

• Demonstrate a reflective approach when problem-solving