Are you passionate about the formation of youth, who are our future, but prefer to take a "behind-the-scenes" role in that mission? Oak Ireland is a Catholic boarding school, where students aged 12-15 come for a year, with two campuses: Woodlands (for girls) and Dublin Oak (for boys). Our goal? To give them a 360 formation which focuses on spiritual, intellectual, and human formation to prepare them for their future. In your role as
Administrative Assistant / HR & Project Support Coordinator, you will be supporting that very mission, so if you like the sound of it, please apply!
POSITION:
Administrative Assistant / HR & Project Support Coordinator – fully in-person
REPORTING TO: Finance Manager and Business Manager
Hours: 40 hours per week
Hourly Rate: €40,000 per annum
Requirements:
- Proficient in Microsoft Office and administrative systems, especially in Word & Excel (may be tested as part of interview)
- Previous experience in an administrative, finance, HR, or project support role preferred.
- Ability to work to tight deadlines in a pressured environment
- Ability to handle confidential information professionally and discreetly.
- Strong communication and interpersonal skills.
- Ability to multitask, prioritise workload, and work independently in a fast-paced environment.
- Reliable, professional, and approachable.
- While it sounds cliché, excellent communications and organisational skills and attention to detail are essential
- Full clean Irish Driving licence
- Garda vetting check
Desirable:
- Spanish a plus for phone calls with parents of students, and with head office
- Familiarity with HR/time management systems such as Bizimply
- Familiarity with project management software or task-tracking tools such as Asana, Monday.com, Trello, Microsoft Planner, or similar platforms
Overview:
The Administrative Assistant / HR & Project Support Coordinator has overall responsibility for helping the Finance and Business Managers in different areas.
Administrative assistance
- Ensuring that student charges are tracked and up-to-date and that parents/students provide payments in a timely manner
- Responsible for internal purchasing process and ensuring that the process is respected
- Helps Finance Manager prepare monies for student outings and trips
- Ensures staff provide receipts for company expenses
- Liaise with other departments/suppliers on discrepancies & issues
- Assist with year-end, supporting documentation for Audit, including liaising with head office
- Handling supplier queries and parents queries
- Follow up with families for payments
- Work closely with Finance and Business managers and support them with tasks they may delegate
- Ensuring all filing and documentation is kept up-to-date and in order
- Maintain and update student insurance records
HR admin assistance
- Issue contracts and onboarding documentation, as per terms determined by the Business Manager
- Ensure all employee files are kept up-to-date, tracking elements like birthdays, training, work permits, etc.
- Ensure timecards are approved by managers in the company's time management system
Project coordination
- Assist the business manager with coordination of projects, including tracking tasks within a pre-determined timeframe, to ensure they are done on time
- Coordinate meetings between the business manager and architects/building contractors
- Maintain organised records of project expenses, invoices, contracts, correspondence, etc.
Best of luck with your application!
Pay: €40,000.00 per year
Benefits:
- Bike to work scheme
- Company pension
- Employee assistance program
- On-site parking
- Sick pay
Education:
- Leaving Certificate (required)
Experience:
- Administrative: 3 years (preferred)
Language:
Licence/Certification:
- Irish Driving Licence (preferred)
Work authorisation:
Work Location: In person
