Administrative Assistant Our client, an Educational Institution would like to hire a part time Administrative Assistant on a temporary contract until 21/12/24, available to work Monday to Friday 1:30 to 5pm.
Working within a team environment together with the Administrator and Counselling staff, the post holder will provide high level reception and administrative support for the Student Counselling & Wellbeing Service during term plus annual leave cover for full time administrator outside of term time. This role requires hours which vary between term time working and non-term time working.
Hours of working: Monday to Friday during term time, 1:30 to 5pm to end 21-12-2024 but with possible extension.
Skills: At a minimum, passes in 5 subjects at Leaving Certificate level (or equivalent) to include English, Irish and Maths;Excellent IT skills with proficiency in M/S Office suite;A minimum of two years employment experience which demonstrates a high level of administrative support in a demanding office environment.Warm empathic manner coupled with good boundaries.Manage confidential information with tact and discretion.Experience of working in a university or related environment an advantage.Previous relevant administrative experience.Knowledge of general office procedures and filing systems with proven organisational and administrative skills.Excellent communication and interpersonal skills, sensitivity and the highest level of discretion.Self-motivated and capable of working on own initiative.Flexibility and ability to work under pressure.Responsibilities: Reception: Managing the reception of SCW.Being a first point of contact for the SCW and, as such, portraying a warm, welcoming, calm and professional service.Maintaining highest levels of confidentiality in keeping with the ethos and ethical requirements of SCW.Responding promptly and appropriately to queries in person, on telephone, on mobile, online or by e-mail. Queries come in from students, counselling staff, academic and admin staff, parents and others. It is important that the administrator has a warm and friendly manner and responds quickly to any requests for an appointment with counselling and sessional staff.Responding to students face to face, managing the waiting list including prioritising and booking appointments. Sending out no show letters, if appropriate.Update Client database.Planning and maintaining electronic diary/appointments. Maintaining diaries for sessional staff.Checking the service mobile phone and texting students seeking appointments.Students and Counsellors perceive the administrator as a source of information on a variety of issues and the contact person for various enquiries. It is expected that the Administrator will maintain a general awareness of the various University services for the purpose of appropriate referral.Maintaining and restocking of service publicity information and self-help fact sheets.Liaise with counsellors to ensure effective utilisation of appointments.Act as point of contact between sessional counsellors and Head of Counselling & Wellbeing.Respond quickly and effectively to any queries the sessional staff may have.Responding and supporting new counselling interns with database queries, general queries.Such other duties as may be designated by the Head of Counselling & Wellbeing.For more information, please email ******
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