administrative assistant

3 weeks ago

Galway, Galway, Ireland Rehab Group Full time

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Job Title

ADMINISTRATIVE ASSISTANT

Closing Date

6/1/2025

Location

Galway Regional office - Galway city, GW IE (Primary)

Job Type

Permanent

Job Hours

Part Time

NUMBER OF HOURS

15

Job Description

The Rehab Group

We are an independent voluntary organisation providing services and support for people with disabilities and their families for more than 70 years. Our work positively impacts the lives of over 12,000 people with disabilities, equipping them with the confidence, skills, and self-belief to achieve their expressed goals.

Join Our Team and Make a Difference

Job Title: Administrative Assistant

Permanent, 15 hours per week (2 days per week - Wednesday is a mandatory day. We can be flexible with a Tuesday or Thursday as the 2nd day)

Location: Galway Regional Office, Galway City

About the Role:

The purpose of this post is to provide a wide range of support activities. The key tasks associated with this role will be to provide effective office administration support to the team, including providing comprehensive secretarial and administrative support such as general office management, dealing with incoming and outgoing correspondence, diary and travel arrangements, preparing documentation for meetings, liaising with a range of internal and external stakeholders, and event management.

We Welcome All Backgrounds and Abilities

We are an inclusive employer and encourage applicants from diverse backgrounds, including those with different abilities. We are committed to providing an inclusive and accessible work environment for all individuals. If you require any reasonable accommodations during the application process or once employed, please let us know. Examples of accommodations we can provide include modified workstations, flexible work hours, assistive technologies, or adjustments to communication methods during interviews or in the workplace. Our goal is to ensure that all candidates and employees have the support they need to succeed in their roles.

What We're Looking For:
  • Educated to degree level in a relevant discipline is desirable.
  • 2+ years administration experience with a track record of handling multiple competing priorities in a busy and challenging environment is desirable.

At Rehab Group, we understand that there are many paths of learning to your chosen career. We know that standardised educational training is not a shared experience, particularly for people with differing abilities. If you meet the majority of the requirements for the position you are applying for, we are happy to discuss the role with you further. You might be exactly who we are looking for.

Your Responsibilities:
  • Provide secretarial and administrative support to the Regional Operating Officer and Integrated Services Managers to include tasks such as diary management, preparation for meetings, organising travel and meetings in addition to general administration tasks including the management of a comprehensive filing system.
  • Ensure the effective operation of the office of the Region, including coordination of team meetings and diaries, organising meetings, compilation and collation of reports, management of invoicing and expenses, maintenance of databases, including employee documents such as payroll, Supervision documents, and other records in line with organisational policy requirements.
  • Ensure all Managers meet monthly reporting deadlines and requirements e.g. Status Reports, Management Account Variances, various information requests.
  • Advise the management team of all Health and Safety immediate notifications, incident reports and ensure that these are followed up as needed and records maintained in line with Safety Statement requirements.
  • Monitor, maintain and manage the statistical information/reports using spreadsheets, intranet, database software and the production of trend analysis reports and ensure an accurate and up to date record of all HSE Monthly and Quarterly Returns and ensure submission by the required deadlines in line with Service Level Arrangements.
  • Compile an accurate and updated monthly register of On Call reports, On Call rotas and prepare the necessary documentation regarding same.
  • Maintain an accurate and up to date register of each service Absence Management and prepare monthly reports of same for analysis in conjunction with the HR Key Business Partner.
  • Compile grant applications in conjunction with local managers and prepare for review by the Regional Operating Officer and Finance.
  • Compile and review Capital Requisitions received from managers to ensure the necessary detail and supporting documentation is attached for sign off by the Regional Manager and that submission to finance meets the required timeline.
  • Take ownership and oversight of the general office administration/management, orders and invoice accountability to ensure an efficiently run office.
Additional Requirements:
  • Have an awareness of the culture, objectives and mission of the Rehab Group.
  • Be confident and assertive with strong negotiation and problem-solving skills.
  • Be flexible and willing to work outside normal hours where necessary.

If applicable, candidates will need to provide a police certificate for any country they've lived in before moving to Ireland.

Please note a panel may be formed as a result of this campaign.

What We Offer:
  • Company Pension Scheme
  • Paid maternity, paternity, and adoption leave
  • Educational leave and financial support for study
  • 27 days of annual leave
  • Health and Wellbeing Program
  • Bike to Work and Tax Saver Travel schemes
  • Income Protection and Sick Leave
  • Long Service Reward Scheme
  • Employee Assistance Program (EAP)
  • Discounts, Credit Union Scheme, and more
How to Apply:

Submit your application by 06/01/2025. Visit www.rehab.ie/careers for more details and to download the full job description.

The recruitment process usually involves an initial application, screening, followed by interviews (often in-person or virtual) and possibly assessments related to the role.

We may close applications early if we receive a high volume of suitable candidates.

The Rehab Group is an equal opportunity employer

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