Position Title: Administrative Secretary
Programme: Crosscare Haven House
Location: Haven House Morning Star Avenue Dublin 7
Work Schedule: Part-time - 20 hours per week
Salary: Band B € 24,097 (pro-rata)
Contract Type: Permanent Part Time Contract
Reports to: Project Manager/ Deputy
Role Purpose:
As a member of the administrative team, to ensure the smooth running of the admin side of Haven House so that residents can avail of the best possible service.
The Role:
Responsibilities:
Responding to telephone, postal, email and drop-in contacts, taking referrals, providing advice and guidance as necessary;
Supporting Keyworkers to process referrals on an ongoing basis, sourcing clarifying information when required;
Maintaining a centralized data-base within Haven House and also (Pass system);
Liaising with assigned staff in Haven House to manage intake of paperwork regards new clients if and when needed.
Supporting management and Key working team to have access to all available client information if and when needed
Supporting the team by ordering and maintaining office and household supplies; stationary check stock, order if necessary or as required once a month.
Managing databases (Money intake system) and providing management information as requested; Also submitting the weekly intake to designated bank. License fee records updated weekly- Bank lodgments, updating database for HQ.
Supporting the upkeep of all filing systems within Haven House folders/case management systems alongside team leaders. Also looking after Accident reports/ Minutes of meetings (Weekly)
Working closely with the management team to streamline processes and to improve services data systems. Track verbal complaints (Monthly) and keeping a system in place.
Other appropriate duties which may be assigned by the Project Manager from time to time.
The Holder: (Qualification/Skills Requirements)
Job skills/Experience:
Excellent telephone and people skills.
Excellent IT skills: it is essential for this post that candidate is experienced with using databases and familiar with excel.
Record keeping as well as day to day correspondence.
Previous experience working in a similar administration role.
Personal Skills:
The ability to maintain confidentially is of utmost importance
Excellent interpersonal and communication skills
Application Process
To apply for this position please submit an up to date Cover letter and CV stating clearly “Administrative Secretary – Crosscare Haven House” in the subject line.
Closing date: Monday 17th October at 9.00am
Applications can be made HERE