This role is responsible for the co-ordination and implementation of processes and procedures to ensure the day-to-day smooth running of the administrative support functions of our regional office. Key areas of responsibility will include front-office reception services, clerical support, office post and stationery. A key element of the role will be the maintenance of the financial records and reports, preparation of the office admin budget and related procurement and supporting staff with budgeting, month-end monitoring and procurement systems. The role is fully onsite.
Key Responsibilities:
* Implement general office processes to ensure the smooth and efficient operation of the regional office.
* Assist the Regional Director with the management of office Health and Safety, particularly updating relevant processes, procedures, and documents in line with best practice and ensuring all staff members are kept briefed on up-to-date procedures.
* Consult with the central Office Manager in matters relating to health & safety, reception, group policies and procedures.
* Undertake the general administration tasks including day-to-day diaries, stationery supplies, filing, maintenance and inventory of equipment.
* Implement processes to ensure that incoming and outgoing post is managed in an efficient and cost-effective manner.
* Assist in notifying all relevant personnel of planned meetings and distribute meeting minutes as requested by the Regional Staff.
* Implement standard procedures and use standardised documentation to ensure best practice is applied in the regional office.
* Assist in the coordination of reports and updating of plans as required by the Regional Director.
* To provide cover at the Front Office desk when required and work as part of a larger team to support the smooth running of the Special Olympics Ireland office.
* Provide support, when necessary, to the regional office staff, consulting with the Regional Director, to prioritise the workload.
* Maintain the day-to-day accounts using both computerised and excel based system.
* Maintain the financial records in line with centralised document and file management systems and financial policies and procedures.
* Prepare regional month end accounts, to tight deadlines, to include bank and petty cash reconciliations, debtor and creditor control, query resolution and journal postings.
* Processing supplier invoices against related PO’s on the procurement system and support the regional team in their use of the procurement system.
Skills Required:
* A minimum of 2 years’ experience working in a busy environment with responsibility for administration systems.
* Demonstrable experience in a position working with a computerised accounts system and with solid understanding of budgeting and procurement.
* Demonstrable experience in drafting and dealing with correspondence and enquiries from the public and/or partner organisations.
* Competent in the use of databases and Microsoft Office, in particular MS Outlook, Word, and Excel.
* Ability to undertake work/ tasks involving a high degree of attention to detail and confidentiality.
* Highly adaptable and flexible.
* Excellent communication skills, both verbal and written.
* Ability to work effectively as part of a team.
This job description is intended as an outline indication of the areas of activity and will be amended in the light of the changing environment within Special Olympics Ireland.
Working at Special Olympics Ireland
Our core values are embedded in the culture of our organisation:
* Passion & Pride
* Equipped for Empowerment
* Flexibility & Adaptability
* One Team
Benefits include:
Enhanced Sick Pay - Enhanced Maternity Pay - Annual Passion & Pride Day - Time off in Lieu - Employer Pension - Staff Welfare and Wellbeing Initiatives
Seniority level
* Seniority level
Not Applicable
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Non-profit Organizations
Referrals increase your chances of interviewing at Special Olympics Ireland by 2x
Sign in to set job alerts for “Office Administrator” roles.
Dublin, County Dublin, Ireland 3 days ago
Dublin, County Dublin, Ireland 2 days ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 1 month ago
Grade IV Administrative Assistant, CCAEST Directorate
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 5 days ago
Dublin, County Dublin, Ireland 5 days ago
Dublin, County Dublin, Ireland 3 days ago
Dublin, County Dublin, Ireland 2 days ago
Dublin, County Dublin, Ireland 4 days ago
Dublin, County Dublin, Ireland 1 month ago
Dublin, County Dublin, Ireland 3 weeks ago
Dublin, County Dublin, Ireland 2 weeks ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 2 weeks ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 1 month ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 3 days ago
Dublin, County Dublin, Ireland 2 days ago
Dublin, County Dublin, Ireland 5 days ago
Dublin, County Dublin, Ireland 2 weeks ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 1 week ago
Dublin, County Dublin, Ireland 2 weeks ago
Dublin, County Dublin, Ireland 1 month ago
Dublin, County Dublin, Ireland 2 days ago
Dublin, County Dublin, Ireland 6 days ago
Dublin, County Dublin, Ireland 3 months ago
Dublin, County Dublin, Ireland 5 days ago
We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.
#J-18808-Ljbffr