Administration Officer,

Overview

KERRY PARENTS AND FRIENDS ASSOCIATION is a voluntary organisation dedicated to providing life enhancing services and supports that reflect the needs, wishes, and choices of people with an intellectual disability, helping them stay connected to their communities. Strong administration is central to this work, ensuring our services are organised, compliant, and accountable. As Administration Officer, you will play a pivotal role in maintaining these standards, supporting the delivery of safe, effective, and person centred services.

Post details

Administration Officer (Grade IV) – 35 hours per week. Location: The Old Monastery, Port Rd, Killarney, Co Kerry. Roster: Mon, Tue, Wed 09:00–17:30; Thurs 09:00–17:00; Fri 09:00–13:00. Contract: Specified Purpose, Part-Time.

Responsibilities

• Provide day-to-day administrative support to the Administration Manager and senior leadership.
• Draft, format, and proof correspondence, reports, minutes, and presentations.
• Maintain accurate records, files, registers, and databases; manage incoming and outgoing correspondence with timely follow-up.
• Maintain policies, registers, and reporting templates to support governance and compliance; keep records organised, up to date, and inspection ready.
• Assist with audits, HIQA inspections, HSE reviews, and risk management documentation.
• Coordinate meetings, prepare agendas and packs, record minutes, track actions, and ensure follow-up.
• Support organisation of training sessions, workshops, and events.
• Serve as a first point of contact for departmental administrative queries; liaise with staff, families, service users, and external agencies.
• Support senior management with correspondence and communications.
• Compile and present reports, dashboards, and statistical data; assist with HR and finance administration while maintaining confidentiality and compliance.
• Support digitalisation and efficient use of IT and records systems.
• Collaborate with the team to ensure seamless service delivery and provide cover during absences or high workload periods.
• Contribute to continuous improvement initiatives and engage in professional development.

Governance, compliance & record-keeping

• Maintain policies, registers, and reporting templates to support governance and compliance.
• Keep records organised, up to date, and inspection ready.
• Assist with audits, HIQA inspections, HSE reviews, and risk management documentation.

Meetings & events

• Coordinate meetings, prepare agendas and packs, record minutes, and track actions.
• Support organisation of training sessions, workshops, and events.

Communication & stakeholder liaison

• First point of contact for departmental administrative queries.
• Professional liaison with staff, families, service users, and external agencies.
• Support senior management with correspondence and communications.

Operational & service support

• Compile and present reports, dashboards, and statistical data.
• Support HR and finance related administration, maintaining confidentiality and compliance.
• Assist with digitalisation and efficient use of IT and records systems.

Team contribution

• Collaborate to ensure seamless service delivery.
• Provide cover for colleagues during absence or high workload.
• Contribute to continuous improvement initiatives and engage in professional development.

This list of responsibilities is not exhaustive. The Administration Officer may be required to undertake additional duties in line with the needs of the Services Department and the Association. Flexibility and adaptability are essential to meet evolving needs.

Essential Criteria

• Relevant qualification in business administration, office management, or equivalent experience.
• Minimum of 2 years' experience in a busy administrative or clerical support role.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and confidence using databases and online systems.
• Strong written, numerical, and verbal communication skills.
• Proven organisational and time management abilities, with the capacity to prioritise tasks and meet deadlines.
• Understanding of confidentiality, GDPR, and professional standards in record-keeping.
• Applicants must have the necessary authorisation to work in Ireland and will be asked to provide supporting documentation during the recruitment process.

Desirable criteria

• Experience in health, social care, or other regulated service environments.
• Familiarity with HIQA, HSE, or New Directions compliance processes.
• Experience providing administrative support for governance structures such as meetings, policies, and audits.
• A full driver's licence with access to a road-worthy car insured for business purposes.

Employee benefits

Sick Pay Scheme, Paid Maternity Leave, Flexible Working, Employee Assistance Programme, Pension Scheme, Parking, Generous Annual Leave, Access to income continuance scheme, Discounted Health Insurance and Access to training.

How to apply

For informal queries, contact Mary Cronin at 064-6632742 or mary.cronin@kpfa.ie. A panel may be formed from which future vacancies for the Services Department may be filled up to 31 December 2025. A canvassing policy applies and Kerry Parents and Friends Association is an equal opportunities employer.

Attachments

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