Unijobs on behalf of our public sector client have a requirement for an Administration Officer to join their team in Cork.
The duration of this post is 12 months initially with likely extensions thereafter.
This role will be based fully onsite in Wilton Road, Cork.
Working 35 hours per week, the successful candidate will be employed as an agency employee and will be paid an hourly rate of €18.76 per hour based on an annualised salary of €34,256.
You will accrue 28 days annual leave per year and paid Bank Holidays.
Summary of Main Duties Maintaining positive and effective working relationships with regional stakeholders via phone calls, emails, and in person meetings in relation to stock levels, installation timeframes, delivery dates, delays, contract management, call out charges, points of contact within departments, and any other needs that may arise.
Maintaining positive and effective working relationships with nationally based stockholders in relation to invoice payments for departments, points of contact within Cork and Kerry, and any other needs that may arise.
Creating plans for and managing projects that relate to a more efficient printer estate and tracking methods with a view to constant improvement.
Ordering of MFPs with MJ Flood from requests made on Ivanti.
Actioning, updating, and resolving MFP Calls on the Ivanti System.
Sending new printer orders to Telecommunications requesting I.P addresses and network points to be made live.
Accounts Payable Preparing Invoices for the Weekly Accounts Payable Run, ensuring all the Purchase Orders and Invoices are signed, certified and date stamped.
Ensuring all Invoices for payment have the relevant PO, quotations and all relevant paperwork attached.
Ensuring both the Print and Print & Update documents are Certified.
Filing away all documentation in relation to each AP Run i.e., Invoices, Paperwork, and the relevant Prints Financial System Support Completing Purchase Orders requests from client Staff.
Supporting other client Departments with queries in relation to Accounts Batches.
Troubleshooting with users who are having connectivity issues, up to and including IP addresses reassignment.
Providing support for the Accounts Payable and Payroll Department in relation to system errors, etc.
Primary contact with Rivendale for financial system support.
Principal contact with Westbourne for all hardware maintenance calls.
Record Retention & Document Destruction Being cognizant of Record retention policy and how it relates to documentation kept within the department.
Maintaining positive working relationships with the CEO and account manager for Digital Documents via email and in person meetings.
Organizing storage space within the office for hard copies of documentation that is required according to Record retention policies.
Ensuring that all hard copies of records are stored securely and labelled clearly.
Where appropriate, arranging for hardcopies of records to be digitised and stored securely on servers to increase ease of access for blended workers, and capacity for more hard copies of documentation.
Payroll Providing backup support for Payroll returns and staff queries.
Point of contact for staff and liaison with Employee Relations.
Providing back up for Payroll return processes when the Primary Time Returning Officer is unavailable.
Assisting with the documentation of HR approval forms (e.g.
HR102, HR106).
Assisting with the documentation for additions to Payroll Returns (i.e.
Overtime, On Call, etc.)
Administrative support to Senior Managers Providing support to Assistant national director, Deputy chief technology officer, General Manager, Head of Service and colleagues in other departments with business needs (contact details, Cost code queries, expenditure limits, equipment, stationary orders, etc.).
Utilizing excel formulas to create reports on trends or information gathering as requested.
Providing support with proofreading and edits on documentation.
Creating meetings via teams/outlook as needed.
General Administrative Duties Maintaining records in line with best practice and meeting Data Protection guidelines.
These must meet current GDPR requirements.
Making Conference room bookings when requested by client Staff.
Dealing with Telephone, E Mail and Office queries.
Redirect users/queries accurately via email, phone, and in person.
Attend Meetings, participate in Training as required and training other staff within the Business Operations Unit.
Unijobs is an equal opportunities employer *This position may be subject to Garda Vetting and Foreign Police Clearance, if applicable you will be required to obtain these prior to commencing in this role* Skills: Admin Payroll Administration Managing Troubleshooting Benefits: Accrue 28 days AL per year