Administration Assistant – Watermans Lodge, Tipperary The Alzheimer Society of Ireland works across the country in the heart of local communities providing dementia specific services and advocating for the rights of people affected by dementia to quality supports and services. Our vision is an Ireland where people affected by dementia are valued and supported. A national non-profit organisation, The Alzheimer Society of Ireland is person centred, rightsbased and grassroots led with the voice of the person with dementia and their carer at its core. We are recruiting an Administration Assistant for our Watermans Lodge service. This role will initially be based remotely but once restrictions are lifted the successful candidate will work from Waterman's Lodge, Ballina/Killaloe, Tipperary. This role will be working 30 hours per week. This is a 12-month, fixed term contract. Salary will be commensurate with the care sector, and dependent on relevant experience. The Administration Assistant is responsible for leading and enhancing all aspects of the administration processes by maximising administration efficiency and assisting the team in the service in ensuring The ASI’s clients living with dementia and their families receive the best quality of service and care. You will need excellent communication and interpersonal skills, excellent organisational and prioritisation skills, excellent accuracy and attention to detail, conscientious and proactive approach to work, ability to understand and respect the need for confidentiality skills and be able to work on your own initiative as well as part of a team. To be successful in this role you will need, to be highly proficient in Microsoft Office Packages (Word, Excel, Powerpoint). A secretarial/office administration qualification is desirable. Previous experience in a busy office environment and previous experience working with financial information and ECDL is an advantage. If you are interested in applying for this post, please submit a full and up-to-date CV and covering letter explaining why you feel you could undertake this role and send it to recruit@alzheimer.ie. Closing date for applications is: 18 May 2021 The Alzheimer Society of Ireland is an Equal Opportunities Employer. Job Description – Administration Assistant 1 JOB DESCRIPTION - Administration Assistant – Watermans Lodge Job Title: Administration Assistant Job Holder: Job Location: Reports to: Service Manager JOB PURPOSE: To manage all aspects of the administration of the service so that staff are enabled and supported to provide the best quality of service to people living with Alzheimer’s disease and their carers. PRINCIPAL ACCOUNTABILITIES: Admin / General Office Duties ● All general office duties to include typing letters, reports, rosters, signage etc., filing, photocopying, emailing, binding and scanning for all services - this list is not exhaustive ● Telephone – answer calls and take messages and relay to the relevant person in a timely manner ● Open, date and sort incoming mail and disseminate to relevant person. All correspondence to be dealt with in a timely manner. ● Take minutes of meetings / interviews as requested ● Complete all steps required when dealing with client referrals information ● Maintain a list of key holders and provide keys to personnel as needed. Collect keys when people leave and keep them secure ● Maintain adequate stationery stocks ● Order supplies as required ● Keep Inventory of furniture, equipment and supplies and ensure all is up to date ● Maintain service contracts for all office equipment and centre equipment and ensure same are up to date. ● Source quotations and track progress for supplies or service agreements as requested ● Keep all files in an orderly manner and up to date in in compliance with GDPR ● Maintain the up to date risk register for the building and service with the Service Manager Job Description – Administration Assistant 2 Salesforce ● Maintain and ensure salesforce is up to date for all Services ● All referrals and client data to be maintained & kept up to date and stored in a confidential manner ● Record daily client attendances and client contributions ● Ensure all incidents , complaints, compliments and comments are entered on salesforce in a timely manner HR ● Complete & submit all HR electronic forms for new and existing staff on salesforce ● Garda vetting – submit information to HR ● Review of Monthly HR and learning and developme