Operations Administrator

Job Title: Full-Time, Operations Administrator
Reporting to: Office Manager
Location: Navan road, There may be requirement to attend other locations related to Reach Deaf Services.
Contract duration: Permanent, subject to 6-month probation
Salary: €34,980 Per annum
Job Purpose:

The Operations Administrator will provide support for the day to day organisational and office operations and will perform various supportive administrative tasks within the organisation and other relevant locations.

Why work for us:
Become part of a dedicated team connected by a purpose to create an environment where every Deaf Child and Adult is empowered to live the life of their choice and has the best opportunity to be successful and independent through equal access.

We offer a competitive salary
Flexible working
Generous employer pension
22 days annual leave and 3 grace days
Learning and Development opportunities with a focus on personal and professional progression
Free Parking
A job with purpose, working as part of a diverse and inclusive team

Interviews for this position will take place week beginning 24th March 2025

Duties and Responsibilities:
Below are the key areas of responsibility;
Operations 

• Plan and organise the day to day rosters for Service Departments ensuring adequate staffing cover.
• Participate in roster management with service managers and liaise with support staff to schedule rostering and training.
• Provide administrative support for payroll processing on a monthly basis and support the maintenance and upkeep of employee records.
• Maintain and update the One Touch System on a daily basis, liaise and assist all department managers to upload and maintain data on the One Touch system.
• Liaise and support Service and Department managers with administrative duties relevant to the service and/ or department.
• Assist management teams to maintain appropriate records to ensure compliance with relevant service level agreements.
• Liaise with Finance department for invoicing and purchase orders
• Work with the Management teams to assist with grant and funding applications
• Filing and completing documentation, reports and adhoc tasks such as note taking during meetings as delegated.
• Preparation of correspondence with service users, families and other external stakeholders
• Ensuring stationary and office supplies are ordered regularly and maintained in Unit 7 office and also equipment for community e.g. PPE
• Relevant adhoc administrative duties that may arise.

Training :

• Liaise with line managers and HR to plan and book all training. Manage training records and trackers, following up on attendance.
• Booking interpreters for relevant situations e.g. training, meetings etc.
• Participate in the management of the training budget and training Purchase Order system with the Finance Department.
• Ensure Training Location is prepared for all staff training and is set up with what’s needed (eg. Online projector, paper, flipchart, water, food etc).

Transport Driver

• Liaise with Transport driver to incorporate service user appointments, community drops etc
• Ensure all necessary paperwork is completed by the Driver and filed when completed
• Prepare Community Drops with the driver.

HR Administration

• Assist with recruitment processes within the organisation, including management of advertisement, scheduling and liaising with line manager needs.
• Maintain the HRIS and employee files ensuring records are maintained, accurate and kept up to date compliant with legislation.

Key Behaviours:

• Outstanding administrative and organisational skills
• Excellent communication, interpersonal, relationship building and influencing skills
• Demonstrated experience in delivering on projects
• Ability to prioritise and manage time according to deadlines
• Excellent attention to detail
• Ability to foresee problems that might occur with an event or other set of plans and procedure and ability to proactively seek and implement solutions before problems arise
• Proficient user of the Microsoft Office Suite
• Good capability with excel spreadsheets and managing details and files that are numerical in focus
• Must be capable of working as a team player, be highly motivated, enthusiastic and capable of using their initiative
• Good written communication skills
• Some travel requirements

Special Requirements:

• Commitment to learn Irish Sign Language
• Commitment to, and understanding of, working within a voluntary organisation in an inclusive manner.
• Sound judgement and an ability to make someone on the phone (or in person) feel that they have been provided with all that they needed
• High motivation, positive disposition and flexible attitude in response to organisational change and development

Do you not meet every single requirement? Studies have shown that women and members of underrepresented groups are less likely to apply for jobs unless they meet all qualification criteria.

At Reach Deaf Services, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience does not align perfectly with every requirement, we encourage you to apply anyway. You may be just the right candidate for this or other roles

Any interested applicants should forward their CV and a short covering letter stating their suitability for the role. Please email recruitment@reachdeafservices.ie by close of business 4:00pm on the 24th March 2025

If you require further details on this role, please contact me directly at KHarris@reachdeafservices.ie

All offers of employment with Reach Deaf Services may be subject to Garda Vetting.

Kristina Harris
HR Generalist
Reach Deaf Services