Office Administrator
Naas, Co. Kildare | 12-month fixed-term contract
A varied and trusted role. Support reception, helpline administration, office administration and supporting the organisation's internal operations.
Role at a glance
LOCATION
Naas, Co. Kildare
CONTRACT
12-month fixed-term contract
SALARY
€32,969 per annum
HOURS
37.5 hours per week, Mon-Fri, 9:00 a.m.-5:00 p.m.
LUNCH
30-minute unpaid lunch break (1pm-1:30pm)
ANNUAL LEAVE
25 days per annum
REPORTS TO
Team Leader
Confidentiality is central to this position. The role involves access to sensitive service-user, employee, HR and financial information and requires the utmost discretion, professionalism and integrity.
About the Role
We are seeking a highly organised, professional and compassionate Office Administrator to join our team on a 12-month fixed-term contract.
This is a varied and trusted role supporting the effective day-to-day operation of the Naas Outreach Office and the wider organisation. The successful candidate will provide a welcoming and professional reception service for women and children attending scheduled appointments or arriving via unexpected drop ins. They will also answer incoming helpline calls, arrange callbacks and appointments with Support Workers, and ensure information is recorded and communicated accurately and promptly.
The role extends beyond traditional reception duties. It includes general office coordination, monitoring shared email accounts, HR and recruitment administration, onboarding new employees, maintaining authorised information on BrightHR, confidential minute-taking, responding to fundraising enquiries and providing some administrative support to the Finance and Compliance Officer.
The Office Administrator reports to the Team Leader. From time to time, the CEO and Finance and Compliance Officer may also assign duties relevant to the role.
The successful candidate must demonstrate sound judgement, maintain clear professional boundaries and ensure confidential information is only accessed, used and shared for authorised work purposes.
Key Responsibilities
Reception and Front-of-House Support
· Welcome women and children attending scheduled appointments in a warm, respectful and professional manner.
· Provide a calm, safe and supportive front-of-house environment.
· Notify the relevant Support Worker or staff member when an appointment has arrived.
· Manage visitors and deliveries in accordance with organisational procedures.
· Maintain reception, meeting rooms and shared spaces to a high standard, ensuring they are tidy, welcoming and appropriately stocked.
· Treat all visitors with dignity, sensitivity and respect while maintaining strict confidentiality and appropriate professional boundaries.
Telephone and Helpline Administration
· Answer incoming telephone and helpline calls professionally, calmly and empathetically.
· Establish the purpose of each call and record accurate information in accordance with organisational procedures.
· Take clear messages and ensure they are passed promptly to the appropriate staff member.
· Arrange callbacks and appointments with support workers and communicate requests to the relevant person.
· Provide approved information and signposting in accordance with organisational procedures.
· Recognise calls that may require an urgent response and follow the organisation's escalation procedures.
· Maintain accurate and confidential records of calls, callbacks and appointments.
· Work within the boundaries of the role and refer support, risk-related and case-management matters to the appropriate qualified staff member.
Office Coordination and General Administration
· Coordinate day-to-day office administration and contribute to the smooth running of the Naas Outreach Office.
· Act as a central point of contact for general office queries and administrative requirements.
· Maintain accurate electronic and paper-based filing systems.
· Draft and format correspondence, reports, forms and other documents as required.
· Manage calendars, meeting-room bookings and general meeting arrangements when required.
· Assist the CEO and Finance & Compliance Officer with other administrative tasks when required.
· Monitor office supplies and arrange replenishment of stationery, kitchen supplies and other essentials.
· Liaise with suppliers and service providers as directed.
· Take accurate minutes at staff, operational and confidential HR meetings, when required.
· Prepare and circulate minutes and action points to authorised recipients and store records securely.
Email and Enquiry Management
· Monitor designated general and shared email inboxes.
· Review correspondence and direct it promptly to the appropriate member of the support, finance, fundraising or management team.
· Acknowledge or respond to routine enquiries in accordance with organisational procedures.
· Follow up internally, where necessary, to help ensure enquiries receive an appropriate response.
· Maintain confidentiality when handling correspondence containing personal, employee, service-user or financial information.
HR and Employee Administration
· Provide HR-related administrative support to the Team Leader, CEO and relevant line managers.
· Set up new employees on BrightHR and other relevant internal systems.
· Support the administrative onboarding and induction of new employees and prepare new-starter documentation.
· Update absence, annual leave and other employee records on BrightHR.
· Assist with monitoring outstanding HR documentation, probation dates, mandatory records and other administrative deadlines.
· Maintain accurate and confidential employee records in accordance with GDPR, organisational policies and system-access permissions.
· Direct employees with HR-related questions or concerns to their own line manager in the first instance.
· Provide administrative assistance only after appropriate instruction from the relevant line manager, CEO or authorised person.
· Do not provide HR advice, interpret organisational policy or become involved in HR decision-making.
· Take accurate minutes at confidential HR meetings and securely store related documentation.
· Exercise the utmost confidentiality, discretion and professionalism when handling employee information or supporting sensitive HR processes.
Recruitment Administration
· Provide recruitment administration support to the CEO, Team Leader and relevant line managers.
· Place job advertisements using approved job descriptions and recruitment information.
· Monitor incoming applications and candidate responses throughout the recruitment process.
· Maintain an accurate and confidential record of applications received.
· Acknowledge applications and respond to routine candidate correspondence.
· Coordinate interview dates with panel members, contact shortlisted candidates and schedule interviews.
· Arrange interview rooms or online meeting links and ensure required facilities are available.
· Prepare interview schedules, candidate information, scoring sheets and interview packs.
· Issue interview confirmations, monitor responses and follow up on outstanding confirmations.
· Keep the interview panel informed of attendance, withdrawals and scheduling changes.
· Support approved post-interview correspondence and pre-employment checks, including references and Garda vetting, where applicable.
· Coordinate approved new-starter documentation and onboarding arrangements.
· Maintain recruitment records securely and refer all assessment and appointment decisions to the authorised panel or manager.
Finance, Fundraising and Administrative Support
· Provide general administrative support to the Finance and Compliance Officer when required, particularly during busy periods of the year.
· Assist with organising, filing and retrieving invoices, receipts and other financial documentation.
· Help gather, copy, scan or organise supporting documentation for the annual audit and other compliance requirements.
· Carry out straightforward data-entry or document-preparation tasks under the direction of the Finance and Compliance Officer.
· Refer financial queries, decisions, approvals and accounting matters to the Finance and Compliance Officer.
· Handle financial records and information with the utmost confidentiality, discretion, accuracy and professionalism.
· Answer telephone and email enquiries relating to fundraising in a professional and helpful manner.
· Record messages and direct fundraising enquiries to the appropriate staff member.
· Prepare, package and post fundraising information packs and help maintain supplies of relevant materials.
· Maintain appropriate records of correspondence, requests and materials issued.
Confidentiality, Data Protection and Service Standards
· Handle personal, employee, financial and service-user information in strict confidence.
· Maintain records in accordance with GDPR, organisational policies and agreed retention procedures.
· Ensure confidential information is accessible only to authorised personnel and only where required for an authorised task.
· Prepare subject access requests and files for service users, when required.
· Follow safeguarding, health and safety, lone-working and incident-reporting procedures.
· Communicate in a trauma-informed, non-judgemental and respectful manner.
· Maintain clear professional boundaries and contribute to a positive, inclusive and supportive working environment.
General Responsibilities
· Work under the day-to-day direction of the Team Leader.
· Complete relevant administrative tasks assigned by the CEO or Finance and Compliance Officer when required.
· Manage work assigned by different members of management in an organised and professional manner.
· Inform the Team Leader where competing deadlines or priorities require clarification.
· Work collaboratively with colleagues and participate in relevant training, supervision and team meetings.
· Maintain and develop the knowledge and skills required for the role.
· Be flexible and adaptable in responding to changing operational requirements.
· Carry out other reasonable administrative duties consistent with the nature and level of the role.
Person specification
Essential Requirements
· A minimum of two years' paid experience in an administrative, reception, office-support or operations role.
· Demonstrable experience coordinating office administration in a busy or multi-functional environment.
· Experience answering telephone calls, taking accurate messages and coordinating appointments or follow-up actions.
· Excellent IT skills, including proficiency in Microsoft Word, email, electronic calendars and online meeting platforms such as Zoom.
· The ability to learn and confidently use digital systems such as BrightHR.
· Strong organisational skills and the ability to manage competing tasks and priorities.
· Excellent written and verbal communication skills, with a high level of accuracy and attention to detail.
· Proven ability to handle sensitive HR, financial and service-user information with the utmost confidentiality, discretion and professionalism.
· The ability to take accurate minutes and clearly record decisions and action points.
· The ability to work independently, use initiative and take responsibility for completing tasks.
· Strong interpersonal skills and the ability to communicate professionally with service users, employees, candidates, managers and external stakeholders.
· A calm, empathetic and respectful manner, particularly when responding to people who may be distressed or experiencing difficult circumstances.
· Sound judgement and a clear understanding of professional boundaries, authorised access and data-protection responsibilities.
Desirable Requirements
· Previous experience in a community, voluntary, charity or support-service environment.
· Experience using BrightHR or a similar HR information system.
· Experience supporting employee onboarding, absence recording or general HR administration.
· Experience providing recruitment administration and coordinating interviews.
· Experience preparing confidential meeting minutes, including HR-related minutes.
· Experience providing administrative support within finance, fundraising, audit preparation or a similar office function.
· Experience using Salesforce or a similar customer relationship management (CRM) or case-management system.
Key Attributes
· Professional, dependable and highly organised.
· Compassionate, approachable and non-judgemental.
· Calm and effective when dealing with sensitive or challenging calls.
· Discreet and trustworthy, with a strong commitment to confidentiality.
· Proactive, practical and solution-focused.
· Accurate and conscientious in maintaining records.
· Flexible and adaptable in a changing work environment.
· Comfortable working independently and as part of a team.
· Clear about the boundaries and responsibilities of an administrative role.
· Committed to the values and work of Teach Tearmainn.
Additional Information
This position is offered on a 12-month fixed-term basis and is based in the Naas Outreach Office.
The Office Administrator will play a central role in supporting reception, helpline administration, service coordination and internal operations. The role involves contact with women and children attending the service and access to sensitive personal, employee and financial information. The successful candidate will therefore be expected to demonstrate consistently high standards of professionalism, confidentiality, discretion, judgement and compassion.
Only shortlisted candidates will be contacted.
Pay: €32,969.00 per year
Benefits:
- Company pension
- Employee assistance program
Work authorisation:
Location:
- Naas, County Kildare (preferred)
Work Location: In person
