Job Title: Administrative Assistant
Reporting to: Head of Operations
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.
⦁ 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.
⦁ 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.
⦁ 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.
⦁ 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 email@example.com.