Administrative Assistant

Job Title: Administrative Assistant
Reporting to: Head of Operations
Contract: Permanent
Hours: 3 days per week 
Location: Hybrid – supporting our team in Galway, Mayo, Roscommon
Salary: €16,030 for 3 days – €26,717 FTE

Purpose of the Post:
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 365 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 recruit@shine.ie.

Human Resources Generalist

Job Title: Human Resources Generalist
Reporting to: Head of Operations
Contract Type: Permanent
Hours: 3 days per week (21 hour post)
Location: Head Office, Maynooth with flexibility for remote working
Salary: €26,477 per annum (based on a full-time salary of €44,128)

Overall Purpose of the Post:
The Human Resources Generalist will be responsible for the day-to-day HR operational elements within Shine and will be required to provide strong human resources support across the organisation whilst working closely with the Head of Operations.

As part of this role, you will have strong people management skills and ensure the HR function is operating effectively, with the flexibility to respond to emerging organisational and sectoral needs.

Responsibilities to include but not limited to:
⦁ Provide consistent and coordinated end-to-end HR services across all areas of responsibility.

⦁ Proactively work with the Team Leaders and Managers providing consistent operational support to embed HR policies, procedures and processes.

⦁ Manage the complete life cycle of the recruitment process for all vacancies.
⦁ Provide advice and guidance to managers on the management of absence and the promotion of attendance.

⦁ Provide advice and coaching support to managers to resolve employee relations and performance management issues.

⦁ Provide support and participate in grievances, investigations, and disciplinary meetings as and when required.

⦁ Cultivate good working relations and promote a positive and collaborative culture throughout the organisation.

⦁ Assist with the delivery of the HR strategy in line with business objectives in collaboration and conjunction with the Head of Operations.

⦁ Ensure that Human Resources policies and procedures are developed in line with emerging legislation and trends and revised as required to ensure compliance.

⦁ Provide administrative leadership in relation to HR activities.

⦁ Provide HR reports on the key activities and Shine performance indicators.

⦁ Monitor the effectiveness of the various initiatives and provide feedback on findings.

⦁ Take a lead role in rolling out a new HRIS and digital HR workflows across Shine.

⦁ Ensure all new starters are set up on the HR Information Systems (HRIS) and process all leavers accordingly as part of monthly payroll.

· Develop and maintain good working relationships with key stakeholders internally and externally.

⦁ Participate on interview panels as required.

⦁ Manage correspondence to employees on payroll amendments and changes to contract details.

⦁ Liaise with payroll on information on new starters, leavers, sick leave deductions and social welfare deductions on a monthly basis and adhere to strict deadlines.

⦁ Maintain all employee HR files in line with company policy and data protection requirements.

Personal Specification

Essential:
⦁ A minimum of 4 years’ experience in a Generalist / Business Partner level.
⦁ HR or CIPD qualification at NFQ Level 7 (Ordinary Degree.
⦁ Member of the Chartered Institute of Personnel & Development.
⦁ Experience of managing employee relations activity.

⦁ High level knowledge of Irish employment legislation and an understanding of how it applies to the workplace.

⦁ Strong communicator with excellent people management, interpersonal communication, influencing and teamwork skills.

⦁ Excellent IT skills to include MS Office: Word, Excel, Outlook.

Desirable

⦁ Previous Experience of working in a not-for-profit voluntary organisation.

Competencies

Interpersonal Skills

⦁ A high level of interpersonal skills to meet the demands of the role internally and externally.

⦁ Excellent written and verbal communication skills with the ability to engage at all levels with the organisation.

Planning & Organising

⦁ High level of organisation and time management skills with the ability to follow through on task and assignments.

⦁ Demonstrate the ability to take initiative, identify opportunities and work flexibly under pressure and to tight deadlines.

⦁ Demonstrate a proactive approach to work routine tasks and new initiatives.

Integrity & Decision Making

⦁ An ability to analyse technical and environmental information to ensure a quality of decision making.

⦁ Demonstrate and understanding and awareness of the importance of discretion and confidentiality.

Team Working

⦁ Ability to work as part of a team together with an ability to take ownership of work

⦁ Understand and demonstrate the importance of consistency and dependability.

⦁ Ability to continuously adapt to a changing work environment and organisational change as it occurs.

Quality

⦁ Always striving for efficient and effective performance in self and team

⦁ Delivery of timely and accurate results across all KPIs

⦁ Adaptable and resilient to changing circumstances

⦁ Strong initiative and ownership of change opportunities

Learning and development

⦁ Identify opportunities for development of skills and knowledge in self and team

⦁ Create a culture of constant improvement, using all situations as learning opportunities

⦁ Create, monitor and develop a matrix of skills gaps and training needs.

APPLICATION PROCESS

To apply, please send a cover letter and CV to recruit@shine.ie.