Title: Administration Officer
Reports to: Chief Executive Officer
Hours: 37 per week, from 9am to 5pm (attendance at events and meetings outside of normal working hours, as required, for which time off in lieu will be granted)
Location: V-SAC Office, Smithfield, Dublin 7 or V-SAC Cork Office, Anglesea St, Cork City Centre. Following successful completion of 6 months’ probation, employees may be eligible to apply for a hybrid working arrangement, subject to organisational requirements and management approval.
Salary: €40,000 p.a.
Annual Leave: 23 days, three of which must be taken when Courts close at Christmas
Additional benefits: Taxsaver Bus/rail ticket, Education Assistance (subject to board approval), Time off in Lieu
Term: Permanent full-time position, subject to 6 months probation
Role Profile:
The role of the Administration Officer is to support the smooth running of the office and give administrative support to the delivery of our services.
Job Responsibilities
Administration
- Ensure all telephone, email, and personal enquiries are attended to in a timely and sensitive manner.
- Responsibility for incoming and outgoing post.
- Support HR functions such as payroll and volunteer recruitment administration.
- Minute taking and circulation at various meetings i.e., Management/Staff/Volunteer meetings, etc.
Office Support
- Manage office supplies, orders, and creditor invoices. Seek quotes as required.
- Support staff with their online file management systems on SharePoint.
- Assist with creating and maintaining contact lists for outreach or events.
- Assist the V-SAC Managers in compiling and formatting data for reports and presentations.
Social Media Monitoring and Administration
- Create and schedule social media posts
- Provide monthly statistical analysis of social media activity
- Manage and grow V-SAC’s online presence
- Maintain the organisation’s website – training provided.
Financial Management
- Maintain accurate financial records and accounts.
- Process invoices, payments, and expense claims in line with V-SAC policies.
- Preparation of monthly reconciliations, and balance sheet schedules for management review.
- Ensure compliance with tax regulations, audits, and statutory requirements.
Governance and Compliance
- Safeguard confidential information and maintain data integrity.
- Adhere to V-SAC’s financial and administrative policies
- Assist in preparing for internal and external audits.
Support to Management
- Be the first point of contact for the CEO.
- Provide timely and efficient administration support and diary management to the CEO and V-SAC Team.
- Coordinate internal & external meetings i.e., meeting invites/room bookings and collation of back up documentation as necessary.
- Work as a team member to develop and fulfil the policies, aims and objectives of V-SAC and comply with all V-SAC’s policies and procedures.
- Perform any other duties assigned or delegated by the CEO.
The Person
Ideally, the person suited to this important role within Victim Support at Court will be highly motivated, with the ability to work on their own initiative and as part of a team working in the V-SAC office in Dublin or Cork. Have a positive and flexible attitude in response to organisational development.
Essential Competencies & Skills
- A minimum of 3 years working in a busy office environment.
- Booking-keeping and financial administration experience.
- Ability to multitask, be adaptable and juggle competing demands.
- Excellent knowledge of the Microsoft Office Suite.
- Excellent administrative and organisational skills with the ability to prioritise tasks.
- Outstanding communication skills both verbal and written.
- Excellent attention to detail.
- Clear evidence of self-motivation, with an ability to work under pressure.
- Pro-active and enthusiastic approach to work.
Desirable Competencies & Skills
- Experience working or volunteering in a community, charity, victim support, legal, or court-related environment.
- A compassionate, professional, and discreet approach when dealing with sensitive information and people who may be vulnerable or distressed.
- Experience using SharePoint, website content management systems, or scheduling tools.
- Proficient in all social media platforms.
- Ability to analyse basic financial, operational, or social media data and present information clearly for management review.
- Confidence in liaising with external stakeholders, suppliers, volunteers, board members, and partner agencies.
- Willingness to undertake relevant training and contribute to continuous improvement in office systems, processes, and service delivery.
Pay: €40,000.00 per year
Benefits:
Education:
- Advanced/Higher Certificate (preferred)
Experience:
- Office Administration: 3 years (required)
Language:
Work authorisation:
Work Location: In person
