Administration Assistant

Formal Education / Training

• IT Qualification (such as ECDL) – desirable but not essential
• Secretarial / administrative experience / qualification

Work Experience

• At least two years’ experience in general secretarial skills
• Proficient in MS Word, PowerPoint, Excel, Access
• Experience of dealing with persons with additional needs, is an advantage

Skills and Knowledge

• High degree of efficiency and attention to detail

• Excellent organisational, analytical, anticipatory and written/verbal communications skill
• Initiative and ability to develop the role

Job Area (What is done, and to what, and why)

Manage the front desk phone and respond to queries through e-mail and telephone in relation to assessments and supports. Organize and manage paperwork, phonecalls etc prior to psychological assessment.

Manage the booking system and diaries in relation to students seeking appointments with the assistant and educational psychologists.

General office administration and the maintenance of records in accordance with practice in the office.  This may include other secretarial duties as required. 

Liaise with different members of staff across a number of third level campuses in relation to student paperwork

Develop a centralized filing system for the office both hard copies and electronically.  This will include scanning and filing paper documents on the electronic secure system (Citrix) in an efficient manner.

Book rooms for meetings, attend meetings, and take minutes at meetings.

Manage and organize office supplies and stationary and keep orders up to date.  Ensuring confidential paperwork is discarded appropriately in the confidential bin and organize collection of bin when full

Arrange all necessary invoicing documents and have ready for the bookkeeper for the end of the week.

Support the educational psychologist in general office maintenance in relation to tidiness and cleanliness.

Typical Level of Interaction

☐  Standard:  Typical interaction is to request and provide information.  Courtesy, tact and effectiveness are required.

√ Advanced:  Influence using logic and facts.  Communication is important but not critical to the achievement of job objectives.

☐  Expert:  Win the hearts and minds, changing opinion of people.  Critical in achieving the job objectives.

Primary Audience (Internal)

Educational Psychologists

Assistant psychologists

Peer Mentoring Coordinator

College staff

Students

Level of Audience (Internal)

☐  Clerical / Operational

☐  Supervisory / Junior Professional

√ Middle Management / Seasoned Professional

☐   Senior / Top Management

Primary Audience (External)

All external stakeholders

Level of Audience (External)

☐  Clerical / Operational

☐ Supervisory / Junior Professional

 √  Middle Management / Seasoned Professional

☐   Senior / Top Management

A commitment to living the organisational values of Team work, Dignity, Justice, Advocacy and Quality

Leadership and Teamwork

• You show respect for colleagues and co-workers.
• You develop and maintain good working relationships with others, sharing information and knowledge, as appropriate.
• You offer your own ideas and perspectives.
• You understand your own role in the team, making every effort to play your part.

Judgement and Decision Making

• You approach and deliver all work in a thorough and organised manner.
• You follow procedures and protocols, understanding their value and the rationale behind them.
• You keep high quality records that are easy for others to understand.
• You draw appropriate conclusions from information.
• You suggest new ways of doing things better and more efficiently.
• You are comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc

Management and Delivery of Results

• You take responsibility for work and see it through to the appropriate next level.
• You complete work in a timely manner.
• You adapt quickly to new ways of doing things.
• You check all work thoroughly to ensure it is completed to a high standard and learn from mistakes.
• You write with correct grammar and spelling and draw reasonable conclusions from written instructions.
• You identify and appreciate the urgency and importance of different tasks.
• You demonstrate initiative and flexibility in ensuring work is delivered.
• You are self reliant and use judgment on when to ask manager or colleagues for guidance.

Respect for Others

• You contribute to identifying methods and processes that ensure each individual is valued and respected.
• You work with individuals, key people and others to identify the cultural heritages, backgrounds, personal experiences and beliefs of individuals.
• You work with individuals and colleagues to identify aspects of the environment, practice and behaviour that are beneficial to creating an inclusive culture for everyone.
• You work to ensure that the work environment is positive and supportive and that all staff members operate in a way that promotes the dignity and respect of individuals and their colleagues.
• You respond appropriately where people are found to be excluded.
• You provide active support to enable individuals to participate and manage their own lives.

Building Relationships and Communication

• You modify communication approach to suit the needs of a situation/ audience.
• You actively listen to the views of others.
• You liaise with other groups to gain co-operation.
• You negotiate, where necessary, in order to reach a satisfactory outcome.
• You maintain a focus on dealing with colleagues and service users in an effective, efficient and respectful manner.
• You are assertive and professional when dealing with challenging issues.
• You express yourself in a clear and articulate manner when speaking and in writing.

Planning and Organising

• You organise your time to enable you to complete work activities according to legal and organisational requirements and to meet individuals’ needs and preferences.
• You report on any difficulties you have had in completing your work activities within the allotted timescales and according to individual’s needs and preferences.
• You raise these difficulties with the appropriate person.
• You balance your own duties and responsibilities with the individual’s needs and preferences.

Professionalism

• You maintain clear, accurate, factual and up-to-date records.
• You honour your work commitments and when this is not possible, explain why.
• You are aware of and understand the boundaries of your role and responsibilities.
• You know when to ask for help.
• You work, and support colleagues to work in ways that are consistent with the law, regulation and organisational requirements.
• You recognise, and demonstrate to colleagues through your practice, the influence your job role and responsibilities may bring and how to use such influence sensitively and responsibly.
• You demonstrate that you are honest, trustworthy, reliable and dependable and support colleagues to do the same
• You ensure that you honour your work commitments and support colleagues to do the same.