Senior Administration Manager. Mid-East. Irlanda

Job Purpose and Context

This role involves working as part of the Tiglin Challenge Ireland team, adhering to the organisation's ethos and values, and complying with service agreements with HSE, Local Drugs Task Force, or other relevant State agencies. The primary purpose is to provide leadership and support for all administrative activities.

Experience/Qualifications

Required:

    High level of administrative duties and relevant qualifications

    5+ years of administrative experience

    Excellent attention to detail, organization, and self-motivation

    Strong written English skills with copy accuracy

    Ability to work under pressure and meet deadlines

    Proficiency in interpreting and applying policies and guidelines

    Experience supporting senior management

    Strong skills in Word, Excel, PowerPoint, email, and calendaring

    Experience in a self-led role

    High level of integrity and discretion

Preferable:

    Knowledge of Salesforce CRM system

Core Job Requirements

Account Management:

    Collaborate with the Company Accountant on various queries

    Serve as the main communication link between the CEO, COO, Executive Assistant, administration personnel, and accountant regarding Tiglin services finance administration

    Record and acknowledge donations, ensuring accurate allocation

    Bi-weekly recording and lodging of funds, coordinating with the accountant

    Coordinate administration tasks for senior management, board, funders, and key stakeholders

    Prepare weekly payments with the external accounts team

    Organise approval for supplier invoices and employee expenses

    Provide financial information to the external accounts team

    Assist in the preparation of monthly management accounts

HR:

    Maintain and update HR files

    Ensure implementation and filing of Garda vetting and reference checks

    Track and manage annual holiday absences

    Assist in yearly budget allocation with the CEO and Tiglin team

    Distribute and manage Contracts of Employment

    Validate Garda Vetting Forms and liaise with Bray Volunteer Centre for submission

Housing Administration:

    Coordinate with the accountant on housing-related correspondence

Certifications, Permits, Insurance Management:

    Request necessary Garda Permits for activities such as parking the No Bucks Café Bus

    Manage Motor Vehicle Certifications including Tax, Insurance, DOEs, CVRT Inspections, and related paperwork

    Match invoices with maintenance work from Walkaround Sheets for CVRT compliance

    Manage vehicle repairs and safety issues

    Ensure all lobbying activities are updated on www.lobbying.ie

Administration of Records and Reports:

    Develop awareness of compliance and regulatory codes

    Compile the annual report with the CEO and COO

    Prepare quarterly reports for FEAD (free food donation) products

    Meeting Attendance