Key Administration Assistant

2 weeks ago

Galway, Galway, Ireland beBeeAdministrative Full time €16,987 - €26,961
Job Title: Temporary Grade III Clerical Officer

Galway, Monday to Friday, 35 hours per week

Assisting with the preparation and processing of HR-related documents is a key aspect of this role. This includes contracts, letters of offer, and recruitment paperwork.

Maintaining personnel files in compliance with data protection regulations is also essential. The officer will input and maintain payroll information on the Integrated Financial Management System (IFMS).

Responsibilities include assisting with pay-related queries, ensuring data accuracy in submissions, and monitoring stock levels. Placing orders for office supplies, stationery, and equipment as required is another critical duty.

Liaising with suppliers ensures timely and cost-effective procurement. Collecting, verifying, and uploading staff timesheets accurately and on schedule is also important.

The officer will process purchase orders and supplier invoices through the appropriate financial systems. Ensuring all invoice documentation is complete, accurate, and compliant with policy is crucial.

Database management, spreadsheet updates, and internal system maintenance are also part of this role. Compiling reports as required by management is an essential duty.

Receiving, sorting, and distributing incoming mail efficiently is a key responsibility. Providing professional and courteous service as the first point of contact for internal and external queries is vital.

Directing queries to appropriate departments or escalating where necessary is critical. Working closely with other teams to ensure seamless communication and efficient operations is essential.

The ideal candidate will have excellent organisational and time management skills. Strong attention to detail and accuracy are also required.

Proficiency in Microsoft Office (Word, Excel, Outlook) is necessary, as well as familiarity with IFMS or other payroll/financial systems. Handling confidential information with discretion and possessing good interpersonal and communication skills are key requirements.

A team player with a flexible and proactive approach is needed to succeed in this role.

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