Administration Assistant - WaterfordThe Alzheimer Society of Ireland works across the country in the heart of local communities providing dementia specific services and supports and advocating for the rights and needs of all people living with dementia and their Carers.Our vision is an Ireland where no one goes through dementia alone and where policies and services respond appropriately to the person with dementia and their Carers, at the times they need support.A national non-profit organisation, The Alzheimer Society of Ireland is person centered, rights-based and grassroots led with the voice of the person with dementia and their Carer at its core.The ASI is currently recruiting for a part time Administration Assistant who will be based in Pine GroveDay Centre, Passage Rd., Grange, Waterford, X91 ET10.This is a 2-month fixed term contract working 7 hours per week.The Administration Assistant is responsible for leading and enhancing all aspects of the administration processes for all services across Waterford by maximising administration efficiency and assisting the team in the service in ensuring the ASI's clients living with dementia and their families receive the best quality of service and care. These will include the day centre & home support services.You will need excellent communication and interpersonal skills, excellent organisational and prioritisation skills, excellent accuracy, and attention to detail, conscientious and proactive approach to work, ability to understand and respect the need for confidentiality skills and be able to work on your own initiative as well as part of a team.To be successful in this role you will need, to be highly proficient in Microsoft Office Packages (Word,Excel, PowerPoint). A secretarial/office administration qualification is desirable. Previous experience in a busy office environment and previous experience working with financial information and ECDL is an advantage.If you are interested in applying for this post, please submit a full and up-to-date CV and covering letter explaining why you feel you could undertake this role.Closing date for applications is the 11th November 2025The Alzheimer Society of Ireland is an Equal Opportunities Employer.Job Title: Admin AssistantJob HolderJob Location: WaterfordReports to: Operations ManagerTo manage all aspects of the administration of the service so that staff are enabled andsupported to provide the best quality of service to people living with Alzheimer's and theirfamilies & carers.Principal AccountabilitiesGeneral Office DutiesAll general office administration including but not limited to typing letters, reports,rosters, signage etc., filing, photocopying, emailing, binding and scanning for all servicesAnswer calls, take messages and relay to the relevant person in a timely mannerOpen, date and sort incoming mail and disseminate to relevant person. All correspondence to be dealt with in a timely manner.Take minutes of meetings / interviews as requestedComplete all steps required when dealing with client referrals informationMaintain a list of key holders and provide keys to personnel as needed. Collect keys when people leave and keep them secureMaintain adequate stationery stocks & order supplies as requiredKeep Inventory of furniture, equipment and supplies and ensure all is up to dateMaintain service contracts for all office equipment and centre equipment and ensure same are up to date.Source quotations and track progress for supplies or service agreements as requestedKeep all files in an orderly manner and up to date in in compliance with GDPRMaintain the up-to-date risk register for the building and service with the ServiceManagerSalesforceMaintain and ensure salesforce is up to dateAll referrals and client data to be maintained & kept up to date and stored in aconfidential mannerRecord daily client attendances and client contributionsEnsure all incidents, complaints, compliments and comments are entered on salesforce in a timely mannerHRComplete & submit all HR electronic forms for new and existing staff on salesforceGarda vetting - submit information to HRReview of Monthly HR and learning and development report with Service Manager andaction as needed.Scan and submit all new and existing employee related information to HRSchedule training for staff as required and provide support to employee where neededProcess all HR administration paperwork as requested.PayrollTo be completed weekly / monthlyDeal with all payroll queries from employeesMaintain annual leave & sick leave trackersEnsure all sick certs are sent to HRTravel expense claims - review & get signed by Service Manager & then to be put on salesforceFinanceFundraising & donations - receipting, banking of monies, draft and issue thank you letters & maintain copy of files in relation to sameAll monies ( cash, cheques, electronic info) to be banked & entered on salesforceMaintain petty cash - keep up to date and check and sign off regularly with ServiceManagerMaintain delivery notes on file until invoices to match same are receivedProcess of all invoices / delivery notes on salesforceRaise invoices to HSE and other suppliers for payment as requiredWork with Service Manager, Ops Manager and finance to complete the annual budget for all servicesReview the management accounts for all services on a bi-monthly basis & revert toService Manager and Ops Manager with queriesReply and deal with any finance / supplier queriesMaintain the file for the bus to include all legislative requirements, CVRT, tax,Insurance certs, maintenance records, etc.ReportingCompile and return the monthly KPIs to the HSE for all servicesObtain bi-monthly financial accounts from ASI finance department and issue to theHSEWork closely with the Service Manager and Ops Manager in the completion of the quarterly HSE reports and any reporting required for HSEComplete any specific requested reports / information by ASI and HSE in a timely mannerProduce reports as and when requested by the Service Manager and OpsManagerThe principal accountabilities outline the main duties. However, in an organisation such as the Society, it is inevitable that tasks may arise which may not fall within the remit of the above list of main duties. Employees are therefore required to respond with a flexible approach when tasks arise which are not specifically covered in their. Should an additional responsibility become a regular part of an employee's job, the job description will be amended to reflect this.Jobholder Entry RequirementsKnowledge (Education & Related Experience):Leaving CertificateQQI Level 5 / QQI level 6 Award Office Administration desirableGood Planning And Organisation Skills EssentialSkills (Special Training or Competence):Ability to maintain confidentiality in respect of all staffing and client mattersExcellent communication and interpersonal skillsExcellent organisational and prioritisation skillsAccuracy and attention to detailConscientious approach to workBehavioursAbility to work independently and as part of a teamProactive approachFlexibleKEY RELATIONSHIPSInternalOperations ManagerHome Care Co-ordinatorsDay Centre Managers/Nurse ManagersDriver(s) and other services staffVolunteersExternalClients'carers and family membersSuppliersGPsHSE Community groups