Role Overview

The Administrator will provide comprehensive administrative support across multiple services, ensuring smooth daily operations. This role involves general office management, HR administration, finance processing, reporting, and maintaining accurate records on internal systems. The successful candidate will be highly organised, detail-focused, and capable of managing a broad range of tasks in a busy environment.

General Office Administration

• Perform a full range of administrative duties including typing correspondence, reports, rosters, signage, photocopying, scanning, filing, emailing, and document binding.

• Answer telephone calls, take messages, and ensure timely communication with relevant staff.

• Sort, date, and distribute incoming mail, ensuring timely handling of all correspondence.

• Take minutes for meetings and interviews as required.

• Complete all administrative steps required for processing client referral information.

• Maintain a list of key holders, issuing and collecting keys as necessary and ensuring secure storage.

• Monitor stationery levels, order supplies, and maintain an inventory of office furniture, equipment, and materials.

• Ensure service and maintenance contracts for office and centre equipment remain up to date.

• Source quotations, track progress on supply orders and service agreements.

• Ensure all files are organised, current, and compliant with GDPR.

• Maintain an up-to-date risk register in collaboration with the Service Manager.

Salesforce Administration

• Ensure all data on Salesforce is accurate and up to date.

• Maintain confidential client records, referrals, and attendance information.

• Record daily client contributions and participation.

• Log incidents, complaints, compliments, and comments in a timely manner.

Finance Administration

• Manage receipting, banking, issuing acknowledgement letters, and maintaining related files.

• Ensure all cash, cheques, and electronic payments are lodged and recorded accurately.

• Maintain and reconcile petty cash with regular sign-off.

• File delivery notes and match to incoming invoices.

• Process supplier invoices and delivery information using internal systems.

• Raise invoices for suppliers where required.

• Assist management with the annual budgeting process.

• Review bi-monthly management accounts and follow up on queries.

• Liaise with suppliers and internal finance teams to resolve queries.

• Maintain regulatory and compliance records for organisational vehicles (e.g., tax, insurance, maintenance logs).

Reporting

• Compile and submit monthly KPIs for all services.

• Assist in preparing and issuing bi-monthly financial accounts to relevant stakeholders.

• Work closely with management to complete quarterly reports and other required submissions.

• Produce ad-hoc reports as requested by management.

Requirements

Education & Experience

• Leaving Certificate or equivalent.

• QQI Level 5 or Level 6 in Office Administration (desirable).

• 1-2 years of exoerience required

Skills & Competencies

• Ability to handle confidential information with discretion.

• Excellent communication and interpersonal skills.

• Strong organisational and time-management abilities.

• High level of accuracy and attention to detail.