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HAIL: Administrative Officer


Job title: Administrative Officer

Reference: A00123

Location: Central Hotel Chambers, Dame Court, Dublin 2.

Responsible/Reporting to: This role will be part of the Corporate Team reporting to the Head of Finance

Job purpose: Responsible for providing administrative support to all departments of the Organisation

Salary Scale: Salary scale €32,800 to €40,962 – a 10-point scale. Entry level will depend on experience.

Job Information: This post is a 2-year fixed term contract. Full-time, 35 hours per week Monday to Friday

About HAIL

HAIL is an Approved Housing Body with over 462 properties in the Greater Dublin area

HAIL’s vision is to be the provider of choice for housing and support for people with mental health difficulties, enabling them to achieve and sustain independent living in the community by having secure, quality, affordable accommodation with appropriate support services tailored to their needs.

HAIL’s mission is to provide housing and individually tailored services to support people, primarily those with mental health difficulties, to integrate and live independent lives in the community.

Job Purpose Summary

The Administrative Officer will be responsible for providing administration assistance to a number of teams within the organisation predominantly the housing, corporate services and to the Management Team. The role consists of general office administration and support to other departments and coordinating the maintenance for our tenants from receiving the call to allocating the jobs to our maintenance contractors. Operating as part of a team is most important, with the flexibility to respond to various tasks as required.

Key Role and Responsibilities

Working as part of a busy organisation, the main duties of the post will be to:

  • Answer incoming calls and handle caller’s enquiries

  • Answer maintenance calls – assign jobs to contractors, monitor and update housing management system to record details by property and monitor performance;

  • Greet, assist and/or direct visitors to the office;

  • Assist in the production of documents and materials (to include typing, photocopying, presentations, circulars, memos, boiler service letters, letters regarding health and security checks, any other bulk correspondence to tenants) relevant to all departments;

  • Assist in monitoring the company’s generic emails

  • Record minutes of department team and other meetings and distribute to relevant persons.

  • Assist with HR functions of the organisation including but not limited to record keeping, arranging interviews and training and liaising with our HR consultants

  • Assisting with the organisation and co-ordination of events, including but not limited to, the Annual General Meeting

  • Supporting members of the Management team in tasks

  • Assisting other departments in the organisation as required

  • Ensure that security and confidentiality in your role are maintained at all times

  • Ad hoc tasks as directed

Competencies / Qualifications required:

  • 3+ years proven experience in an administration role

  • PC literate and competent in using Microsoft package including Word, Excel, Powerpoint and Outlook

  • Experience organising meetings and taking minutes

  • Experience of dealing appropriately with confidential and sensitive information

  • Strong customer care and communication skills

  • The ability to work as part of a team

  • Ability to prioritise & problem-solve

  • Ability to work under pressure and flexibly

  • Integrity and personal effectiveness

  • Commitment to the delivery of quality services

  • Empathy with the client base, excellent communication and team working skills are key requirements for the post.

Desirable criteria:

  • Proven experience in a similar role providing administrative support to a senior level

  • A working knowledge of the voluntary housing or charity sectors would be beneficial

HAIL offers:

  • Hybrid working locations

  • Flexible working hours

  • 24 annual leave days plus 3 Company days

  • Company Pension Scheme with current contributions rates of 6% employer contribution and 6% employee contribution

  • Death in Service Benefit

  • Health insurance for serious illness

  • Training and development

  • Paid expenses

Appointment

This post will be filled immediately.

All contracts are subject to successful completion of a six-month probationary period.

Recruitment Process

Please send a letter of application outlining your suitability for this role and your C.V. to hr@hail.ie by 5pm on Monday, 8th January. Only those shortlisted for Interview will be responded to.

HAIL is an equal opportunities employer


Date Entered/Updated: 11th Dec, 2023

Expiry Date: 8th Jan, 2024

Region: Dublin 2

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