Admin Assistant – Waterford (Part-time, 2‑month fixed term, 7 hours per week)
Location: Day Centre, Passage Rd., Grange, Waterford, X91 ET10.
Reports to: Operations Manager.
Overview: The Administration Assistant is responsible for leading and enhancing all aspects of the administration processes for all services across Waterford, ensuring efficient operation and supporting staff to deliver high quality care.
Responsibilities:
* General office duties: typing letters, reports, rosters, signage, filing, photocopying, emailing, binding, scanning.
* Answer calls, take messages, relay to relevant personnel.
* Open, date, sort incoming mail and disseminate.
* Take minutes of meetings/interviews as requested.
* Complete steps for client referral information.
* Maintain key holder list, provide/collect keys.
* Maintain stationery stocks, order supplies.
* Keep inventory of furniture and equipment.
* Maintain service contracts and track progress.
* Source quotations and track progress for supplies or service agreements.
* Keep files orderly, GDPR compliant.
* Maintain up‑to‑date risk register with Service Manager.
* Maintain and update Salesforce: referrals, client data, daily attendances, incidents, complaints.
* HR tasks: submit electronic forms, process Garda vetting, review monthly HR and learning reports, schedule training, process HR paperwork.
* Payroll: weekly/monthly payroll processing, queries, leave trackers, sick certificates.
* Finance: receipting donations, banking, issuing thank‑you letters, managing petty cash, processing invoices, raising invoices to HSE and suppliers, budgeting, reviewing management accounts, responding to finance queries.
* Reporting: compile monthly KPIs to HSE, obtain and issue bi‑monthly financial accounts, assist quarterly HSE reports, produce requested reports.
* Flexibility: respond to new tasks that arise.
Qualifications and Experience:
* Leaving Certificate (minimum).
* QQI Level 5 or 6 award in Office Administration desirable.
* Proficient in Microsoft Office (Word, Excel, PowerPoint).
* Secretarial/office administration qualification desirable.
* Previous experience in a busy office and with financial information. ECDL experience an advantage.
* Excellent communication, interpersonal, organisational, prioritisation, accuracy and attention to detail.
* Ability to maintain confidentiality.
* Conscientious, proactive, independent, flexible.
Application: Submit CV and covering letter explaining suitability. Closing date: 11th November 2025.
The Alzheimer Society of Ireland is an Equal Opportunities Employer.
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