ADMINISTRATIVE ASSISTANT
JOB TITLE: Administrative Assistant
REPORTING TO: Office and Facilities Manager
SALARY: € *, *.**Apply
on the website** for 3 days – € *,**Apply on
the website**. * FTE
HOURS: 3 days per week
CONTRACT: Permanent LOCATION: Hybrid – supporting our team in
Galway, Mayo, Roscommon
PURPOSE OF THE ROLE:
To provide administrative support to the operations and services being
delivered by Shine. Key to this will be the organising of the office
and administration function to allow for the day-to-day smooth running
of the assigned administration tasks and duties. The postholder will
also be required to work closely with identified key staff within
Shine.
KEY DUTIES/OVERVIEW OF AREAS OF RESPONSIBILITY
* To provide comprehensive administrative support of our management
team such as proofreading, creation of reports, co-ordination of
appointments, provision of statistics and taking minutes at team
meetings.
* Providing administrative support to Project teams and Working
Groups.
* To update and maintain administrative systems and databases,
specifically Salesforce CRM and Microsoft Office **Apply on the
website** platforms.
* To operate and maintain an asset management system.
* Arranging appointments and meetings.
* Planning and organising administrative tasks and activities with
the required efficiency and effectiveness.
COMPETENCIES
* Planning and organising of activities and resources. Plans and
organises activities and necessary resources efficiently and
effectively.
* Understands the importance of time management and in particular
how this translates to organising workload. Always maintains a
professional level of performance. Participates in appropriate
training as required.
PROFESSIONAL DEVELOPMENT AND STANDARDS IN THE SERVICE
* Demonstrates sufficient administrative skills to meet the specific
needs of the post. Ensures that all records and technical data are up
to date and available if required. Continuous contribution to quality
and efficiency initiatives.
INTEGRITY & DECISION MAKING
* Holds an appropriate and effective set of professional values and
behaviours. Makes decisions in a well-judged, logical and timely
manner.
SERVICE DELIVERY & INITIATIVE
* Maintains the trust and confidence in their work and information
involved in their work. Takes initiative to move administration tasks
forward to completion.
BUILDING AND MAINTAINING WORKING RELATIONSHIPS
* Forms strong positive working relationships across the
organisation. Demonstrates a supportive and reciprocating work style
including strong empathy with service users. Works appropriately with
all stakeholders.
TEAM WORKING
* Works in collaboration with the other members of the team in the
planning and delivery of the administration function. Attends and
actively contributes to relevant meetings. Participates in training
and developmental opportunities as identified and agreed.
PERSON SPECIFICATION
ESSENTIAL:
* Excellent inter-personal and communication skills. Must be able to
write and speak English to a high standard.
* IT skills that include Word, Excel, PowerPoint, Zoom Meeting &
Webinar Management, Microsoft Teams, Databases and Microsoft Outlook
including Calendar Management.
* Previous administrative and relevant work experience.
* Previous experience in a remote or hybrid position.
* Ability to work on own initiative and as part of a team.
* Enthusiastic, flexible, adaptable, diplomatic and open to change.
* With attention to detail be able to process and distribute
information quickly and efficiently.
* Excellent time management and organisational skills.
DESIRABLE:
* Previous experience of working in a not-for-profit organisation.
* Excellent knowledge of computer packages and online platforms.
* Knowledge of event planning and accounts.
APPLICATIONS CAN BE MADE BY EMAILING A CURRENT CV AND COVERING LETTER
TO **APPLY ON THE WEBSITE**.
We need : English (Good)
Type: Permanent
Payment:
Category: Health
