Administration Assistant (Ballybane) - CE Scheme - Youth Work Ireland (Galway Youth Federation)
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Application Details
Eligibility to participate on CE is generally linked to those who are 21 years or over and in receipt of a qualifying social welfare payment for 1 year or more or 18 years and over for certain disadvantaged groups. Your eligibility will have to be verified by the Department.
To register your interest you can contact an Employment Personal Advisor (EPA) in your local Intreo Centre.
Applicants should supply suitable character references and be prepared to complete a Garda vetting application form.
Job Description
Duties
This is a developmental opportunity, no experience necessary. Accredited training will be provided to support your career.
General dutiesGetting familiar with organisation’s policies and procedures, data protection guidelines and Health and Safety Statement
Learning about the Youth Work Ireland Galway mission, activities, projects and programmes
Maintaining confidentiality about the young persons’ and employees’ personal and other sensitive information
Keeping work areas safe according to the requirements of Youth Work Ireland Galway Health and Safety Statement and policy
Attending mandatory and job related trainings
Ensuring the organisation’s resources are used judiciously and avoiding resource wastage
Ensuring the time sheets are filled daily
Administrative Assistant duties
Financial supportProcessing and preparing invoices for payment
Preparing Revenue Enhanced Revenue reports
Entering invoices and staff expenses into the accounts system
Scanning invoices and staff expenses into the accounts system
Reconciling utility bills
Dealing with staff and volunteer expense records and expense reimbursement
Insurance supportDealing with insurance for the whole organisation
Dealing with youth club insurance
Garda Vetting
Process Garda Vetting applications
Managing staff Garda Vetting expiry dates and re-vetting as and when required
Office Inventory managementManaging office stationery supplies, ensuring value for money by checking the best prices, placing orders, taking deliveries, checking delivery dockets and invoices
Maintaining office inventory records
Maintaining mobile phone inventory records
Other dutiesShredding and recycling
Meeting and greeting visitors cordially and professionally, answering their queries and providing visitors with information about the organisation and its activities
Performing other relevant work duties as necessary
Necessary skillsConfidentiality and courtesy in dealing with young people, staff, volunteers and visitors
Basic IT skills – internet, e-mail, file management, copying, scanning, printing
Basic Word processing, Excel and typing
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