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Page 1: €¦  · Web viewA recognised qualification in Microsoft Office (ECDL) is desirable but demonstrable literacy in Microsoft applications (including outlook, word, excel and

Title HR Administrator/Office Administrator Department Human ResourcesReports To HR Officer Location Head Office in Swords with some travel requiredContract Type Fixed Term Hours 15 Hours per week with the possibility to develop to 25

Role and Context Need to Do – Key Performance Indicators

Role Capabilities Competencies

Purpose

The purpose of the role is to work directly with the HR Officer, CEO and other members of the national team to ensure compliance to best practice in HR and general administration of GROW in support of organisational and member needs.

Context

The Grow strategy is formed around 5 initiatives and the role HR/Office Administrator is to fulfil their role with reference to these. These initiatives will change as the strategy develops and with it the context of this role.

1. Services – providing quality cost effective peer support groups for members and information and education to the public

2. Organisational Capacity -Build and strengthen Grow’s organisational capacity

3. Collaboration- Foster robust relationships with all stakeholders

4. Governance and Regulation- continue to strengthen governance and reputation of Grow ensuring compliance with relevant statutory and regulatory bodies

Strategy Delivery and Evaluation

To plan and deliver on, in conjunction with the HR Officer and the national management team the key strategic objectives, in particular, this role focuses on building organisational capacity and compliance with relevant regulatory and statutory bodies. In particular this role will focus on the management of the Time Management System, Garda Vetting and other legislative administrative activities which include but are not limited to typing correspondence, reports and presentations, ensuring work is accurate. Photocopying and faxing, as required. Booking and arranging meetings, ensuring all attendees have relevant information. Attending meeting, taking and distributing minutes. Production of offer letters, contracts and other such activities

To support the HR Officer to develop and deliver a succession plan to meet future growth and changing demands

To support the HR officer to deliver external and internal resourcing plans and to attract candidates with the right potential

To support and promote open knowledge sharing environment, building knowledge and capacity throughout the organisation.

Book Keeping and General Office Duties

To initially develop an understanding of Sage with a view to inputting accountsTo answer the telephone and to provide information and assistance to information line

Qualifications

Knowledge of the Grow programme is desirableA knowledge or interest in HR administration is desirableA good standard of general education to leaving cert or equivalent is essentialA recognised qualification in Microsoft Office (ECDL) is desirable but demonstrable literacy in Microsoft applications (including outlook, word, excel and power point) is essential, with at least 40 wpm.A demonstrable knowledge of sage accounting is desirable.A demonstrable knowledge of time management systems is desirableKnowledge of Community and Mental Health Movement in Ireland is desirable

Experience

Previous administrative experience, including HR related administration, is desirableAbility to demonstrate strength of character in managing priorities of self and others.

Skills

Advanced computer skillsAbility to absorb the GROW programmeAbility to work as part of a team.Excellent written and oral communication skillsExcellent interpersonal and networking skillsFlexibility and resilient characterMotivated self-starterAbility to work with multiple, often conflictingPriorities and on one’s own initiative

Relationship Management- Develops relationships based on mutual respect and professionalism. Seeks win win outcomes with others. Offers and asks for help when needed. Keeps promises to internal and external personnel.

Results orientation – Delivers against agreed objectives and in line with defines plans and deadlines. Ensures key priorities are given time and attention. Uses agreed process to get the job done in the right way. Shows attention to detail.

Financial and Organisationally Aware – Numerate. Reviews own activities to ensure cost effectiveness. Keeps up to date with developments and new innovations.

Impact and Influence – Communicates effectively and is a good listener. Keeps an open mind when listening to the view of others. Makes confident contributions to all situations.

Working With Others – to reflect Grow’s people interaction principles. Works effectively as part of a team while maintaining an ability to work alone and on own initiative. Shares ideas and information with the team. Responds helpfully and courteously to requests for information and help.

Leadership – Takes responsibility when needed. Acts with initiative. Demonstrates energy and enthusiasm. Seeks opportunities to develop self.

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Organisation and PlanningInter and Intrapersonal Awareness and Skills

5. Funding and strategy – To source, fundraise and effectively manage our financial resources to fund the activities of the organisation.

The National Team supports the qualitative delivery and development of the Grow Strategy. This role reports into the HR Officer.

Relationships

It is an essential part of this role that there is a positive, proactive and supportive relationship with the GROW national office team..This role reports into the HR Officer national program coordinator.

Essential Relationships

The HR OfficerThe CEOFinance ManagerRegional ManagersThe National Program CoordinatorCommunications and Marketing ManagerMonitoring and Evaluation CoordinatorOther Departments to include The Program Team, The Board.

External synergistic organisationsStatutory OrganisationsNon-Governmental OrganisationsCommunity and Voluntary Sector Agencies

Other

The principle duties and responsibilities are subject to review and amendment in light of changing circumstances and may include other duties and responsibilities as may be

Callers or routing callers to appropriate person, mail, and information distribution.

Relationship to Other Roles

To work with the other members of the GROW head office to support the general administration as required

Flexibility is required to attend training sessions or meeting which occasionally occur outside core working hours..

Quality Assurance

To ensure administrative standards are high and to promote continuous quality improvement for GROW’s administrative activities with particular attention on legislative compliance..

To contribute to evaluation and development of administration for GROW

Reporting

To report against agreed targets as required

Employee Leadership

To lead by example and in line with the organisation’s staff interaction principles

KPI’s (initial)

Time Management System AdministrationGarda Vetting ComplianceGDPR ComplianceHR ComplianceHR Filing

Other KPI’s will evolve as the role develops

Planning and Organising – Prioritises workload effectively. Plans in activities to meet the Needs of others.Is thorough and pays attention to detail. Proactively plans use of time to minimise reactivity. Maintains a work life balance

Resilience- Accomplishes set goals. Demonstrates a constructive approach when faced with obstacles. Committed to delivering the tasks required. Is resourceful and self-motivated.

Analysis and decision making – Makes appropriate decisions in conjunction with HR Officer. Speaks confidently and coherently. Is able to analyse problems and propose suitable solutions. Is open to new ways of doing things. Able to identify opportunities in situations and evaluate the best course of action.

Development Orientation – Seeks to continuously improve outputs for the benefit of GROW. . Actively drives own development. Learns from experience. Has a curiosity to explore beyond one’s own boundaries

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determined from time to time