Administration Worker - Ballybeg, Waterford

Clonard Park, Ballybeg, Waterford

General Information

What will the Regional Administration Worker do?

The post holder will provide administration support to the regional office and the Assistant Director of Children’s services for the region.

They will also collate the monthly absence returns for staff working in Barnardos in the South East region as well as supporting managers in the administration requirements for recruitment campaigns in the region.

 


Job Description

Post: Administration Worker
Location: South East Regional Office, Ballybeg, Waterford
Responsible to: Assistant Director of Children's Services, South East
Works with: Staff, Managers, Funders and external agencies

 

Job Purpose

To provide an efficient and flexible administrative support service to the region in an integrated way with the wider organisation.

Core Job Requirements

  • To respond in an efficient friendly and appropriate manner to all communications with the office i.e. post, e-mail, telephone and fax and in person.
  • To provide administrative support to the service utilising relevant IT packages, ensuring documents are presented and formatted to a high standard.
  • To maintain an up to date and effective filing system.
  • To maintain an efficient, accurate and up to date financial, Human Resource and stock/inventory recording system as appropriate.
  • To gather information statistics and prepare reports as required, including administration of databases as appropriate to the role.
  • To supervise students and volunteers where necessary and to ensure they are aware of all Barnardos policies and compile placement reports as appropriate.
  • To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of your designated person in a timely manner, in keeping with the Barnardos Child Protection policy.

Requirements specific to the post

  • To collate monthly absence returns for all staff in the region, ensuring timely entry onto the HR system and that all absences have appropriate supporting documentation. Following up with managers as appropriate.
  • To provide administrative support to managers in the recruitment process for the region, which may include taking telephone calls and e-mail queries, distributing appropriate information, logging and collating applications received, booking interview venues, scheduling interviews, preparing interview related correspondence and other administrative duties relating to recruitment as required.

Requirements of all Barnardos staff

  • Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
  • To participate in regular supervision with your line manager.
  • To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole.
  • To report any area of concern to your line manager in a timely manner.
  • To show reasonable flexibility in relation to hours of attendance[1] to meet the needs of the work. Work during unsocial hours may be required.
  • Have a flexible approach to the work in response to organisational change, development and review of best practice.
  • Participate in and engage with a performance management programme.
  • Identify training needs with your line manager and participate in training opportunities appropriate to the role.
  • To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or local Health and Safety Officer.
  • To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Barnardos Designated Person in a timely manner, in keeping with the Barnardos Child Protection policies.
  • To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
  • To undertake other duties as may be requested by the line manager from time to time.
  • To undertake your work in a manner that is friendly, flexible and informal.


Person Specification

Personal attributes

  • Good communications and interpersonal skills
  • Awareness of confidentiality and the ability to deal with sensitive queries
  • Teamwork required and the ability to work in collaboration with others
  • Ability to work on own initiative and to consult where appropriate
  • Ability to prioritise competing demand
  • Flexibility and adaptability in terms of tasks and time is essential for this post.

Experience

Minimum of 2 year’s direct relevant experience essential.

Qualifications

Junior Cert or equivalent minimum level of education.

A working ability in IT Systems, word processing and finance skills are essential.

The post holder is initially assigned to work in the Regional Office, Ballybeg, Waterford but may be required in the future to work in other locations in the Waterford area in line with organisational needs.


Application Procedure

Applicants must complete this application form and submit it through our website before the closing date.

Applicants may also attach a CV or other supplementary information in respect of our application.

Attaching a CV alone will result in the applicant not being considered for shortlisting. 

Shortlisting will apply

Candidates who are moved to the 2nd stage of our Recruitment process are required to complete a medical questionnaire and the E-Vetting process. References will be taken up at this stage.