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Senior Administrator - Office and Reception

Ref: 77813

  • 40,000-45,000
  • 07 Sep 2022
  • Dublin (South)
  • Permanent

Senior Administrator 

About the Company

Our client works across the country in the heart of local communities providing dementia specific services and advocating for the rights of people affected by dementia to quality supports and services.

About the Position

This is an excellent opportunity for someone with previous experience as a Senior Administrator to join a fantastic organisation who truly make a difference.The ideal candidate will ensure the National office runs smoothly by organising and allocating all administrative duties, including executive assistance along with the day–to–day tasks of the office and be the first port of call for any National Office requests or needs.

Key Responsibilities

Responsible for Office Management duties for the National Office:

  • Keeping the filing system in order.
  • Creating and implementing office protocols.
  • Ensuring the office stationery supply is sufficient.
  • To provide ad hoc administrative support to other functions as required for all departments during campaign times and departments with needs of admin support.
  • Support operations to scan and print sizeable SLA documentation 
  • Arrange induction meetings for new staff joining National Office.
  • Ensure that invoices are uploaded to Sales Force on time and that all information is correct
  • Ensure any financial statements managed by reception is reconciled and relevant information and receipts are attached.

Reception

  • To manage incoming/outgoing mail on time, disseminate/ scan to the relevant person.
  • Prepare name badges for National Office staff to access to buildings.
  • Responsible for ensuring the reception is covered at all times for breaks and leave cover and reporting any problems in this regard to the Head of HR in a timely manner.
  • To answer and deal with all incoming telephone calls efficiently, professionally and warmly.
  • To keep aware of all meetings in National Office and to ensure the meeting room is set up appropriately and that the needs of the meeting holder are met.
  • Overseeing the work of the facilities - Oversee the cleaning and other essential building maintenance, ensuring all equipment works, promoting health and safety In conjunction with the Caretaker, ensure research is carried out for the best price when a purchase is required.

Collating payroll/ PF13 information from relevant departments in preparation for payroll.

  • Ensure the expenses and mileage is correct, are in line with ASI travel and expenses
  • policy, and forward the information to the payroll department on time
  • Track and record the sick days, A/L, maternity leave, parental and parents leave.
  • Track and record the car insurance and indemnity letters

Weekly payroll

  • Ensure that weekly payroll is prepared on Sales Force on time.

Meeting Support/Minute Taking

  • Coordinate and schedule Board, Finance & Audit Committee, Branch Chair Network,
  • To draft agendas for these meetings and ensure efficient preparation and distribution of meeting packs in both a timely and accurate manner.
  • Book venues and attend meetings involving the CEO, other Senior Managers, The Board and The Branch Chairs Network, and ensure the smooth running of such meetings.
  • To take accurate minutes at all meetings and accurately capture decisions made.
  • Responsible for issuing final minutes to all relevant parties on time.
  • To support ad hoc project work and secretarial/ administration requirements as requested.

Experience/Requirements

  • A number of years of office management/reception experience in a professional office. 
  • Computer literate with excellent working knowledge of Microsoft Office

Remuneration Package

€40,000 - €45,000 DOE
Contact
For more information on this or other Business Support roles call Michelle on 01-5927865 or email me or click the apply button below
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