Administration Support

“To make known the gifts of people with intellectual disabilities revealed through mutually transforming relationships. To engage in our diverse cultures, working together to build a more humane society. To foster an environment in communities that is inspired by the core values of our founding story, and that responds to the changing needs of our members.”

We are currently recruiting for a part-time, 6 monthly position for an – Administration Support person to work as part of our L’Arche Kilkenny Community. Working hours are Monday, Friday and another ½ day, located at the Main Office, Callan, Kilkenny. This position is dependent on continued HSE funding and has a probationary period of 3 months applying to the employment. L’Arche Kilkenny invites applications from suitable candidates.

Job Purpose & Role

Background:

Due to increased staffing and reporting in both Residential and Day Services, there is an increased administration workload.

• Performing clerical duties to ensure the Main Office runs smoothly and efficiently.
• Maintaining the central location for Community Policies, files, protocols etc.
• Being the first point of call for all visitors and answering phone calls.
• Updating training information, good IT skills including word and excel required
• When Community Administration Officer is out of office, to serve as primary liaison between all members of the Community, providing information, answering questions, and responding to requests
• Issuing and communicating Community information to all staff, using various platforms such as email, WhatsApp and telephone messages
• When Community Administration Officer is out of office, to organise and schedule meetings and events.

Day Service Administration Support

• To assist in the gathering of EASI (Evaluation, Action and Service Improvement) Tool information.
• To link with Day Service staff in the Day Service Hub Callan, CLST (Culinary Life Skills Training) and Moorefield Garden Project for supply of documentation etc.
• To assist with evidence based information on Core Member Rights, e.g Advocacy notes, Listening Groups notes
• Working with Day Service Coordinators on maintaining records for complaint forms, incident forms, meeting minutes filing, updating attendance and training records, Risk Assessment filing
• Staff Induction records
• Monitoring any Core member updates on external work placements or educational or training programmes (within Core member files)
• Filing any Core member notes on Work placement

Liaison With Other Staff

All below to be in conjunction with the Community Administration Manager

• To link in with Community Leader, PIC (Person in Charge), House Leaders, Day Service Coordinator where there is overlapping activity.
• To link in with Community Leader on potential grants, fundraising opportunities that may benefit the Community.
• To link in with Community Leader on information to feed Local Committee and Board Reports.
• To link in with Assistants Coordinator for Newsletter information such as planned events and celebrations.

Requirements

• Previous experience in a busy administrative role
• Ability to work as a team and autonomously
• Proficient in Microsoft office
• High level of attention to detail
• Would be advantage to have fundraising or grant writing experience

The post is subject to Garda vetting. Copies of Job Description are available on request.