Administration Assistant - Waterford
The 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 Grove
Day 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 2025
The Alzheimer Society of Ireland is an Equal Opportunities Employer.
Job Title: Admin Assistant
Job Holder
Job Location: Waterford
Reports to: Operations Manager
To manage all aspects of the administration of the service so that staff are enabled and
supported to provide the best quality of service to people living with Alzheimer's and their
families & carers.
Principal Accountabilities
General Office Duties
All general office administration including but not limited to typing letters, reports,
rosters, signage etc., filing, photocopying, emailing, binding and scanning for all services
Answer calls, take messages and relay to the relevant person in a timely manner
Open, 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 requested
Complete all steps required when dealing with client referrals information
Maintain a list of key holders and provide keys to personnel as needed. Collect keys when people leave and keep them secure
Maintain adequate stationery stocks & order supplies as required
Keep Inventory of furniture, equipment and supplies and ensure all is up to date
Maintain 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 requested
Keep all files in an orderly manner and up to date in in compliance with GDPR
Maintain the up-to-date risk register for the building and service with the Service
Manager
Salesforce
Maintain and ensure salesforce is up to date
All referrals and client data to be maintained & kept up to date and stored in a
confidential manner
Record daily client attendances and client contributions
Ensure all incidents, complaints, compliments and comments are entered on salesforce in a timely manner
HR
Complete & submit all HR electronic forms for new and existing staff on salesforce
Garda vetting - submit information to HR
Review of Monthly HR and learning and development report with Service Manager and
action as needed.
Scan and submit all new and existing employee related information to HR
Schedule training for staff as required and provide support to employee where needed
Process all HR administration paperwork as requested.
Payroll
To be completed weekly / monthly
Deal with all payroll queries from employees
Maintain annual leave & sick leave trackers
Ensure all sick certs are sent to HR
Travel expense claims - review & get signed by Service Manager & then to be put on salesforce
Finance
Fundraising & donations - receipting, banking of monies, draft and issue thank you letters & maintain copy of files in relation to same
All monies ( cash, cheques, electronic info) to be banked & entered on salesforce
Maintain petty cash - keep up to date and check and sign off regularly with Service
Manager
Maintain delivery notes on file until invoices to match same are received
Process of all invoices / delivery notes on salesforce
Raise invoices to HSE and other suppliers for payment as required
Work with Service Manager, Ops Manager and finance to complete the annual budget for all services
Review the management accounts for all services on a bi-monthly basis & revert to
Service Manager and Ops Manager with queries
Reply and deal with any finance / supplier queries
Maintain the file for the bus to include all legislative requirements, CVRT, tax,
Insurance certs, maintenance records, etc.
Reporting
Compile and return the monthly KPIs to the HSE for all services
Obtain bi-monthly financial accounts from ASI finance department and issue to the
HSE
Work closely with the Service Manager and Ops Manager in the completion of the quarterly HSE reports and any reporting required for HSE
Complete any specific requested reports / information by ASI and HSE in a timely manner
Produce reports as and when requested by the Service Manager and Ops
Manager
The 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 Requirements
Knowledge (Education & Related Experience):
Leaving Certificate
QQI Level 5 / QQI level 6 Award Office Administration desirable
Good Planning And Organisation Skills Essential
Skills (Special Training or Competence):
Ability to maintain confidentiality in respect of all staffing and client matters
Excellent communication and interpersonal skills
Excellent organisational and prioritisation skills
Accuracy and attention to detail
Conscientious approach to work
Behaviours
Ability to work independently and as part of a team
Proactive approach
Flexible
KEY RELATIONSHIPS
Internal
Operations Manager
Home Care Co-ordinators
Day Centre Managers/Nurse Managers
Driver(s) and other services staff
Volunteers
External
Clients'
carers and family members
Suppliers
GPs
HSE Community groups