Welcome! Oak Ireland is a Catholic boarding school comprising two campuses: Woodlands Academy (the girls school) and Dublin Oak Academy (the boys school). We are currently looking for a PA to the Woodlands Director.
Just so you understand a little bit about the culture, the reason why Oak Ireland exists is to offer a transformative experience to their students through formation of the whole person. While you wouldn't be directly involved with forming the girls, you would nonetheless be an essential part of this mission!
If you would classify yourself as
- committed to the mission
- adaptable in dealing with things you come your way
- inspiring to those around you
then this just might be the job for you!
Job details:
Hours of Work: 35 hours per week, 11:30am – 6:30pm
On-site
Salary: €37,000 pa
Essential:
- English Speaker at C1 level
- Ability to multitask in a very faced-paced boarding environment
- IT literate and tech savvy
- Experience of at least two years administration
- Know how to work in a team (this can sound cliché, but it's very important!)
- Resourceful when coming up against challenges
- Strong communication skills
- Garda Vetting will be required, even if you have been vetted before
- Permission to work full-time in Ireland
Required Skills
Proficiency in Microsoft Office 365, including:
- Outlook: email and diary management
- Word: drafting official correspondence, documents and reports
- Excel: data management and spreadsheets
- Sharepoint/OneDrive: creating folder architecture, document sharing, managing electronic filing systems, and maintaining accurate digital records in line with GDPR and data protection requirements
- PowerPoint/Canva: creating professional presentations
- Teams/Zoom: virtual meetings and collaboration
- Forms: creating and managing MS Forms with ability to export and analyse responses in Excel
Other skills
- Competence in arranging and supporting virtual meetings (e.g., Microsoft Teams or Zoom), including calendar coordination and document preparation.
- Confident in using online scheduling tools (e.g. Calendly or similar platforms)
- Experience using a Student Information System (SIS) or equivalent school-based system for handling student data, applications, and generating reports, or ability to learn.
Tasks:
Student Admissions
- Print all admissions for annual and summer courses, obtain approval from Director of annual and Director of summer, chase any missing documentation, maintain spreadsheet and communicate to the team
- Coordinate house lists, student date of birth, and any other lists required, according to the main database
- Manage on OAK system, check when paid, move to Confirmed.
- Circulate all relevant information to all departments – correct lists and on time
- Scholarship Contest – liaising with Directors, phone calls etc.
- Student File Management
- Managing summer camp volunteer (camp counsellors/prefects) applications – creating the invitations, sending out as per Summer Camp Director on time and coordinating same
General duties
- Responsible for coordinating the general email – sending to the appropriate departments to be dealt with and answering queries in a timely fashion
- Answer phone, taking messages – sending to the relevant departments
- Welcoming visitors on site
- Organising and maintaining student files and records (filing cabinets kept in Director’s Assistant office)
- Any other clerical duties as required for the Director including photocopying, binding, filing, general administrative duties
- Sourcing various new APPS to support the school as per Director
- Creation of presentations and charts for student assemblies as required
- Take telephone messages on behalf of the Director and communicate response, taking into account prioritising depending on situation.
- Manage personal Agenda and Calendar for Director as well as travel arrangements as required
- Answer the door/receive visitors/deliveries/post after 230pm as required
Parent Communications/Meetings
- Organising communications from the Director to parents as required
- Assisting Director with English communications
- Arrange all zoom appointments for the Director and coordinate
- Arrange all personal appointment requests for the Director
- Coordinate all Google Forms and permissions as required
- Correspondence with parents (email and WhatsApp)
Job Types: Full-time, Permanent
Pay: €37,000.00 per year
Benefits:
- Bike to work scheme
- Company pension
- Employee assistance program
- On-site parking
- Sick pay
- Work from home
Ability to commute/relocate:
- Kilmacanoge, County Wicklow: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you enjoy working in fast-paced environments?
- How comfortable are you with technology and continually keeping up-to-date with it?
Experience:
- Administrative: 2 years (preferred)
Language:
- English minimum C1 level (required)
- Spanish (preferred)
Work authorisation:
Work Location: In person
