Administrative Assistant

Cpl Group; Galway; On-site; EUR 28,000 - 36,000; Full time

Job summary

Cpl Group in Ireland is seeking a detail-oriented Administrative Assistant to provide high quality support to the Head of Contracts and Customer liaison. You will manage diaries, meetings, travel arrangements and document preparation to ensure the Contracts Team runs smoothly.

The role requires at least two years in a similar admin role, strong IT skills (MS Office, databases), and the ability to analyse data and manage records.

Qualifications

• Previous administration experience preferred.
• ECDL or similar IT award desirable.
• Two years’ experience in a comparable role with deadline-driven work.

Responsibilities

• Provide general and high-level administration support, including diary management, meeting preparation, and travel arrangements.
• Support the Contracts team in preparing reports and documentation.
• Communicate with stakeholders across operations, HR, Finance and other directorates.
• Schedule Service Arrangement meetings and support activities with stakeholders.
• Contribute to development and maintenance of administrative systems and documentation.
• Assist with agendas, minutes and reports for team meetings.
• Support system owners in maintaining and resolving system issues, and help prepare business cases.
• Take ownership of office administration, orders and invoice accountability.

Skills

Admin skills

Data analysis

IT proficiency

Record management

Communication

Education

ECDL or IT Award

Tools

MS Office

Teams

Word

Excel

Databases

Outlook

Job description

1. JOB PURPOSE

The purpose of this role is to provide high quality administrative support to the Head of Contracts and Customer liaison.

This role is reporting directly to the Head of Contract Management, which is an exciting opportunity for a self- motivated individual to join the Contracts Team providing high quality, administrative support. You’ll enjoy taking personal responsibility for your own workload, continually reorganising and prioritising to ensure those you support get the best service possible which in turn reflects positively for our wider company goal of supporting and advocating for people with disabilities.

2. MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE

Formal Education / Training

• Previous experience working as an administrator desirable
• ECDL or similar IT Award

Work Experience

• Minimum two years’ experience in a comparable role with a proven ability to deliver in a time sensitive and deadline orientated environment.

Skills and Knowledge

• Knowledge of administering in a busy office andanalysing data
• Able to process information accurately and promptly
• Excellent IT Skills and able to collate and analyse data
• Able to manage records, both on-line and paper-based
• Able to promote Contracts & Customer liaison activities
• Excellent organisational, planning and multi-tasking abilities
• Knowledge of office management systems and procedures
• Proficient in relevant software applications including MS Office, Teams,Word, Excel, Databases and Outlook applications
• Excellent communication skills - verbal and written with a highattention to detail and accuracy
• Excellent time management skills and the proven ability to prioritisework

3. JOB DUTIES AND RESPONSIBILITIES

1. Provide general and high-level administration support to include tasks such as diary management, preparation for meetings, organising travel and meetings in addition to general administration tasks.

2. Supporting the Contracts team in preparing and compiling reports, Service Arrangement documentation and other documentation and assisting with general administrative tasks.

3. Communicate with stakeholders (Operational teams, HR, Property, Finance, Business Development) in relation to administrative queries relevant to the work of the Contractsteam and wider directorate including the preparation of statistical information and reports.

4. Scheduling of Service Arrangement meetings and other support activities with stakeholders across the organization and providing administrative support for same.

5. Contribute to the development and maintenance of the Contracts team administrative systems including scanning, filing and organisation of Documentation systems.

6. Assisting with Contracts team with related meetings including drafting of Agendas, Minutes and Reports as required.

7. Provide support to Contracts team system owners in maintaining systems, problem solving around system issues and proactively seeking to avoid them. Engaging with local Managers and Regional Managers in the preparation of business cases. Gathering of requirements and preparation of costings.

8. Take ownership and oversight of the general office administration/management, orders and invoice accountability to ensure an efficiently run function, deliver any other ad hoc administration tasks required by the Contracts Team.

These duties and responsibilities are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the services.

4. KEY DIMENSIONS AND RELATED JOB RESULTS

• Have an awareness of the culture, objectives and mission of the company
• Have excellent administrative skills and an ability to work in a busy environment with many competing priorities
• Have exceptional written communication skills
• Be a self-starter who is motivated and creative

5. OPERATING ENVIRONMENT

• Maintain confidentiality on all matters discussed.
• Be based within a company Office but may necessarily include travel to other sites as entity needs dictate.
• Be flexible in terms of ad hoc requirements to work outside normal working hours, if/when deadlines dictate.