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

Post: Administration Officer (Grade IV)

Contract: 39 hours per week, Permanent – Full Time

Location: The Old Monastery, Port Rd, Killarney, Co Kerry

Roster: Mon-Thu 09:00 – 17:30; Fri 09:00 – 16:30

Roster changes: Rosters may be subject to change due to operational requirements of the service.

Overview Of The Role

The Administration Officer is a vital part of the Services Department, ensuring that governance, compliance, and reporting processes are accurate, efficient, and reliable. You will work closely with the Administration Manager and, as required, provide support to the Director of Services, Assistant Directors of Services (ADOS), and CEO. You will be responsible for maintaining precise records, preparing high quality documentation, coordinating meetings, and managing departmental communications. Success in this role requires exceptional organisational skills, meticulous attention to detail, and the ability to handle sensitive information with the highest level of discretion.

ResponsibilitiesAdministration & Clerical Support

• 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, ensuring timely follow-up.

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, and record minutes.
• Track actions and ensure timely follow-up.
• Support organisation of training sessions, workshops, and events.

Communication & Stakeholder Liaison

• Serve as a first point of contact for departmental administrative queries.
• Liaise professionally 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.
• Assist with HR and finance related administration, maintaining confidentiality and compliance.
• Support digitalisation and efficient use of IT and records systems.

Team Contribution

• Collaborate to ensure seamless service delivery.
• Provide cover for colleagues during absence or periods of 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 the evolving needs of the Services Department and the wider Association.

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.

Highly 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 drivers 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.

Queries

For informal queries, please contact Mary Cronin at 064-6632742 or by email to mary.cronin@kpfa.ie

Canvassing: Any attempt by candidates or others acting on their behalf to canvass or influence in the candidate's favour will result in disqualification.

Equal opportunities: Kerry Parents and Friends Association is an equal opportunities employer.

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