General Information

Please note: Applicants must complete our application form below and submit it through our website before the closing date.

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

Job Description

Job Purpose

To provide an efficient and flexible administrative support service to the Barnardos Rialto Family Centre service in an integrated way with the wider Barnardos 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, 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 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
• To respond effectively and efficiently with any enquiries/referrals to the project from the community or other agencies.
• To support project staff with the establishment and maintenance of their files and record keeping systems, including the database

Requirements specific to the post

• With support, to set up the office and local administrative systems as necessary
• To maintain efficient systems such as the set up and maintenance of a service directory
• To process local payments, invoices and maintain a local financial recording system in line with regional and organisational systems and administration.
• To maintain a diary and timetable for the centre
• To organise a booking system for the available rooms and to ensure adequate supplies for meetings
• To support funding applications on behalf of the project to various funding streams.
• Ensure the building is maintained and organised as required
• To adopt a wholly inclusive and Anti-Bias approach within the Rialto Service.
• To ensure confidentiality is adhered to at all times in relation to information on children, families, staff and all other matters within the project
• To provide a warm welcome to all children, parents and visitors to the centre
• General Household duties may be required as part of this role.
• To support project staff with regards to cover /services/workshops/training events such as; preparation and booking of rooms, sending out information to service users and community groups regarding upcoming events, ordering refreshments, collating attendance lists, etc.
• To support the promotion of the Barnardos Rialto Family Centre service and share information on its services with the Community and other Services
• To offer admin support for community and interagency events/meetings as required
• To ensure that the Health and Safety Policy for the Rialto Premises adhered to and that a Fire Safety Procedure is in place and regularly reviewed with the administration of regular fire drills

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 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.

Note: This Job Description will be reviewed and updated in line with the needs of the work.

Person Specification

Personal attributes

• Good communication and interpersonal skills
• Awareness of confidentiality and the ability to deal with sensitive queries
• Teamwork required -ability to work well 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
• Genuine interest and empathy for service users with warm and welcoming disposition
• Ability to maintain confidentiality and boundaries of the work
• Excellent attention to detail

Experience

• Minimum of two years’ directly relevant experience essential
• Proficiency in IT Systems, word processing and finance skills essential

Qualifications

Junior Cert or equivalent minimum level of education

The post-holder is initially assigned to work in Rialto, but may be required in the future to work in other locations in the Dublin area in line with organisational needs.