Administrative Assistant & Support Officer

New Communities Partnership NCP; Dublin; On-site; EUR 30,307 - 38,572; Full time

Job summary

New Communities Partnership (NCP) is seeking an Administrative Assistant & Support Officer to provide high-quality administrative, front-of-office, client support and systems support to ensure smooth operation of NCP services in Dublin, Ireland.

The role supports the Finance Manager and other managers, helping with data entry, records, events and service monitoring while maintaining confidentiality and accuracy of information.

Qualifications

• Requires relevant qualification or training in administration, office support or related area.
• Minimum of one year of post-qualification administrative experience or equivalent.
• Excellent written and verbal communication skills.
• Good working knowledge of Microsoft Office and data-management systems.
• Experience working with communities of interest or migrant-focused services.

Responsibilities

• Carry out day-to-day administrative tasks including filing, correspondence and data updates.
• Provide front-of-office and receptionist support for visitors and enquiries.
• Support finance and resource administration under supervision of the Finance Manager.
• Coordinate events, meetings and staff sessions and manage room bookings.
• Maintain confidential records and ensure accurate data storage and reporting.

Skills

Communication

Record-keeping

Teamwork

Attention to detail

Customer service

Education

Relevant admin qualification

Tools

Microsoft Office

Job description

Role Purpose

The Administrative Assistant & Support Officer provides high-quality administrative, front-of-office, client support and systems support to ensure the smooth running of NCP operations. The role supports the Finance Manager and other managers, contributes to effective office coordination, and assists with data entry, records, events, enquiries and service monitoring.

Administrative and Operational Support

• Carry out day-to-day administrative tasks, including filing, correspondence, contact database updates, document preparation and general office administration.


• Support contract, resource and office-management processes as required.


• Provide administrative support to the Finance Manager and other managers, including scheduling, data input and preparation of documents.


• Maintain accurate administrative files and support the effective organisation of internal records.

Front-of-Office and Office Management

• Receive visitors, clients and external stakeholders in a professional and welcoming manner.


• Respond to telephone and email enquiries, redirecting matters appropriately and recording information where required.


• Ensure office equipment, supplies and general office facilities are maintained and issues are reported promptly.


• Liaise with building management and service providers where appropriate.

Finance and Resource Administration

• Assist with financial data input, purchase records, receipts, resources and other routine finance administration under the direction of the Finance Manager.


• Support basic reconciliation, document filing and finance-related administrative tasks where assigned.


• Maintain confidentiality and accuracy when handling financial, HR or client-related information.

Events, Meetings and Training Coordination

• Assist with the organisation of events, meetings, staff sessions, in-house lunches, high-level visits and other organisational activities.


• Support room booking, attendance records, materials, refreshments and follow-up administration.


• Attend relevant meetings and training courses as required.

Client Information and Support

• Provide direct information and signposting to clients, within the limits of the role and NCP procedures.


• Follow up on information sessions and support managers to improve the quality and accessibility of information provided to service users.


• Maintain appropriate boundaries and refer complex or sensitive matters to the relevant manager or service worker.

Collaboration, Outreach and Service Development

• Cooperate with statutory, voluntary and community service providers to support effective information provision and joint initiatives.


• Assist with publicity, promotional activities and outreach that support the development of NCP services.


• Contribute to a positive, inclusive and service-focused working environment.

Data, Systems and Compliance

• Operate query management, data collection and administrative systems accurately and consistently.


• Assist with basic statistical analysis, monitoring and evaluation of service activity.


• Handle personal data in line with NCP data protection, confidentiality and record-keeping requirements.


• Ensure records are complete, accurate, securely stored and available for reporting where required.

Person Specification

Essential Criteria

• Relevant qualification or training in administration, office support, community work or a related area.


• Minimum of one year of post-qualification professional experience or equivalent relevant administrative experience.


• Experience working as part of a team and on own initiative.


• Excellent written and verbal communication skills, including clear record-keeping and report-writing ability.


• Good working knowledge of Microsoft Office and relevant administrative or data-management systems.


• Experience working with communities of interest, minority groups or community-development approaches.


• Understanding of migration, integration, equality, human rights and diversity issues.


• Ability to maintain confidentiality, manage competing priorities and work accurately under direction.

Desirable Criteria

• Ability to speak more than one language, including French, Romanian, Russian, Portuguese, Arabic, Swahili, Spanish or another relevant community language.


• Knowledge of the migrant sector in Ireland and experience engaging with relevant agencies and stakeholders.


• Experience of policy work, interagency working or networking within the community-development sector.


• Experience supporting events, information sessions or client-facing services.

Pay and Working Conditions

• Pay: €25.00 per hour


• Work Location: In person

Contact

New Communities Partnership
53 Upper Dorset Street, Dublin 1, Ireland
Telephone: [phone] | Email: [e-mail]
Website: www.newcommunities.ie