Office Administrator

Teach Tearmainn Domestic Abuse Support Service; Naas; On-site; EUR 30,000 - 36,000; Full time

Job summary

Teach Tearmainn Domestic Abuse Support Service in Naas, Co. Kildare, is seeking an Office Administrator on a 12-month fixed-term contract. The role focuses on welcoming clients, handling the helpline, and coordinating general office operations to support the organisation.

You will manage reception, answer calls, arrange appointments with staff, maintain records, and assist with HR and administrative tasks while upholding confidentiality and professional standards.

Responsibilities

• Welcoming women and children attending appointments in a warm, respectful and professional manner.
• Answer incoming telephone and helpline calls professionally, calmly and empathetically.
• Coordinate day-to-day office administration and contribute to the smooth running of the Naas Outreach Office.
• Provide HR-related administrative support to the Team Leader, CEO and relevant line managers.
• Coordinate recruitment administration tasks and support post-interview processes.
• Assist with finance, fundraising and general administrative tasks as required.

Job description

Office Administrator

Naas, Co. Kildare | 12-month fixed-term contract

A varied and trusted role. Support reception, helpline administration, office administration and supporting the organisation's internal operations.

Role at a glance

LOCATION

Naas, Co. Kildare

CONTRACT

12-month fixed-term contract

SALARY

€32,969 per annum

HOURS

37.5 hours per week, Mon-Fri, 9:00 a.m.-5:00 p.m.

LUNCH

30-minute unpaid lunch break (1pm-1:30pm)

ANNUAL LEAVE

25 days per annum

REPORTS TO

Team Leader

Confidentiality is central to this position. The role involves access to sensitive service-user, employee, HR and financial information and requires the utmost discretion, professionalism and integrity.

About the Role

We are seeking a highly organised, professional and compassionate Office Administrator to join our team on a 12-month fixed-term contract.

This is a varied and trusted role supporting the effective day-to-day operation of the Naas Outreach Office and the wider organisation. The successful candidate will provide a welcoming and professional reception service for women and children attending scheduled appointments or arriving via unexpected drop ins. They will also answer incoming helpline calls, arrange callbacks and appointments with Support Workers, and ensure information is recorded and communicated accurately and promptly.

The role extends beyond traditional reception duties. It includes general office coordination, monitoring shared email accounts, HR and recruitment administration, onboarding new employees, maintaining authorised information on BrightHR, confidential minute-taking, responding to fundraising enquiries and providing some administrative support to the Finance and Compliance Officer.

The Office Administrator reports to the Team Leader. From time to time, the CEO and Finance and Compliance Officer may also assign duties relevant to the role.

The successful candidate must demonstrate sound judgement, maintain clear professional boundaries and ensure confidential information is only accessed, used and shared for authorised work purposes.

Key Responsibilities

Reception and Front-of-House Support

• Welcome women and children attending scheduled appointments in a warm, respectful and professional manner.
• Provide a calm, safe and supportive front-of-house environment.
• Notify the relevant Support Worker or staff member when an appointment has arrived.
• Manage visitors and deliveries in accordance with organisational procedures.
• Maintain reception, meeting rooms and shared spaces to a high standard, ensuring they are tidy, welcoming and appropriately stocked.
• Treat all visitors with dignity, sensitivity and respect while maintaining strict confidentiality and appropriate professional boundaries.

Telephone and Helpline Administration

• Answer incoming telephone and helpline calls professionally, calmly and empathetically.
• Establish the purpose of each call and record accurate information in accordance with organisational procedures.
• Take clear messages and ensure they are passed promptly to the appropriate staff member.
• Arrange callbacks and appointments with support workers and communicate requests to the relevant person.
• Provide approved information and signposting in accordance with organisational procedures.
• Recognise calls that may require an urgent response and follow the organisation's escalation procedures.
• Maintain accurate and confidential records of calls, callbacks and appointments.
• Work within the boundaries of the role and refer support, risk-related and case-management matters to the appropriate qualified staff member.

Office Coordination and General Administration

• Coordinate day-to-day office administration and contribute to the smooth running of the Naas Outreach Office.
• Act as a central point of contact for general office queries and administrative requirements.
• Maintain accurate electronic and paper-based filing systems.
• Draft and format correspondence, reports, forms and other documents as required.
• Manage calendars, meeting-room bookings and general meeting arrangements when required.
• Assist the CEO and Finance & Compliance Officer with other administrative tasks when required.
• Monitor office supplies and arrange replenishment of stationery, kitchen supplies and other essentials.
• Liaise with suppliers and service providers as directed.
• Take accurate minutes at staff, operational and confidential HR meetings, when required.
• Prepare and circulate minutes and action points to authorised recipients and store records securely.

Email and Enquiry Management

• Monitor designated general and shared email inboxes.
• Review correspondence and direct it promptly to the appropriate member of the support, finance, fundraising or management team.
• Acknowledge or respond to routine enquiries in accordance with organisational procedures.
• Follow up internally, where necessary, to help ensure enquiries receive an appropriate response.
• Maintain confidentiality when handling correspondence containing personal, employee, service-user or financial information.

HR and Employee Administration

• Provide HR-related administrative support to the Team Leader, CEO and relevant line managers.
• Set up new employees on BrightHR and other relevant internal systems.
• Support the administrative onboarding and induction of new employees and prepare new-starter documentation.
• Update absence, annual leave and other employee records on BrightHR.
• Assist with monitoring outstanding HR documentation, probation dates, mandatory records and other administrative deadlines.
• Maintain accurate and confidential employee records in accordance with GDPR, organisational policies and system-access permissions.
• Direct employees with HR-related questions or concerns to their own line manager in the first instance.
• Provide administrative assistance only after appropriate instruction from the relevant line manager, CEO or authorised person.
• Do not provide HR advice, interpret organisational policy or become involved in HR decision-making.
• Take accurate minutes at confidential HR meetings and securely store related documentation.
• Exercise the utmost confidentiality, discretion and professionalism when handling employee information or supporting sensitive HR processes.

Recruitment Administration

• Provide recruitment administration support to the CEO, Team Leader and relevant line managers.
• Place job advertisements using approved job descriptions and recruitment information.
• Monitor incoming applications and candidate responses throughout the recruitment process.
• Maintain an accurate and confidential record of applications received.
• Acknowledge applications and respond to routine candidate correspondence.
• Coordinate interview dates with panel members, contact shortlisted candidates and schedule interviews.
• Arrange interview rooms or online meeting links and ensure required facilities are available.
• Prepare interview schedules, candidate information, scoring sheets and interview packs.
• Issue interview confirmations, monitor responses and follow up on outstanding confirmations.
• Keep the interview panel informed of attendance, withdrawals and scheduling changes.
• Support approved post-interview correspondence and pre-employment checks, including references and Garda vetting, where applicable.
• Coordinate approved new-starter documentation and onboarding arrangements.
• Maintain recruitment records securely and refer all assessment and appointment decisions to the authorised panel or manager.

Finance, Fundraising and Administrative Support

• Provide general administrative support to the Finance and Compliance Officer when required, particularly during busy periods of the year.
• Assist with organising, filing and retrieving invoices, receipts and other financial documentation.
• Help gather, copy, scan or organise supporting documentation for the annual audit and other compliance requirements.
• Carry out straightforward data-entry or document-preparation tasks under the direction of the Finance and Compliance Officer.
• Refer financial queries, decisions, approvals and accounting matters to the Finance and Compliance Officer.
• Handle financial records and information with the utmost confidentiality, discretion, accuracy and professionalism.
• Answer telephone and email enquiries relating to fundraising in a professional and helpful manner.
• Record messages and direct fundraising enquiries to the appropriate staff member.
• Prepare, package and post fundraising information packs and help maintain supplies of relevant materials.
• Maintain appropriate records of correspondence, requests and materials issued.

Confidentiality, Data Protection and Service Standards

• Handle personal, employee, financial and service-user information in strict confidence.
• Maintain records in accordance with GDPR, organisational policies and agreed retention procedures.
• Ensure confidential information is accessible only to authorised personnel and only where required for an authorised task.
• Prepare subject access requests and files for service users, when required.