Administrative Assistant / HR & Project Support Coordinator

Are you passionate about the formation of youth, who are our future, but prefer to take a "behind\-the\-scenes" role in that mission? Oak Ireland is a Catholic boarding school, where students aged 12\-15 come for a year, with two campuses: Woodlands (for girls) and Dublin Oak (for boys). Our goal? To give them a 360 formation which focuses on spiritual, intellectual, and human formation to prepare them for their future. In your role as
Administrative Assistant / HR \& Project Support Coordinator, you will be supporting that very mission, so if you like the sound of it, please apply!

POSITION:
Administrative Assistant / HR \& Project Support Coordinator – fully in\-person

REPORTING TO: Finance Manager and Business Manager

Hours: 40 hours per week

Hourly Rate: €40,000 per annum

Requirements

• Proficient in Microsoft Office and administrative systems, especially in Word \& Excel (may be tested as part of interview)


• Previous experience in an administrative, finance, HR, or project support role preferred.


• Ability to work to tight deadlines in a pressured environment


• Ability to handle confidential information professionally and discreetly.


• Strong communication and interpersonal skills.


• Ability to multitask, prioritise workload, and work independently in a fast\-paced environment.


• Reliable, professional, and approachable.


• While it sounds cliché, excellent communications and organisational skills and attention to detail are essential


• Full clean Irish Driving licence


• Garda vetting check

Desirable:

• Spanish a plus for phone calls with parents of students, and with head office


• Familiarity with HR/time management systems such as Bizimply


• Familiarity with project management software or task\-tracking tools such as Asana, Monday.com, Trello, Microsoft Planner, or similar platforms

Overview:

The Administrative Assistant / HR \& Project Support Coordinator has overall responsibility for helping the Finance and Business Managers in different areas.

Administrative assistance

• Ensuring that student charges are tracked and up\-to\-date and that parents/students provide payments in a timely manner


• Responsible for internal purchasing process and ensuring that the process is respected


• Helps Finance Manager prepare monies for student outings and trips


• Ensures staff provide receipts for company expenses


• Liaise with other departments/suppliers on discrepancies \& issues


• Assist with year\-end, supporting documentation for Audit, including liaising with head office


• Handling supplier queries and parents queries


• Follow up with families for payments


• Work closely with Finance and Business managers and support them with tasks they may delegate


• Ensuring all filing and documentation is kept up\-to\-date and in order


• Maintain and update student insurance records

HR admin assistance

• Issue contracts and onboarding documentation, as per terms determined by the Business Manager


• Ensure all employee files are kept up\-to\-date, tracking elements like birthdays, training, work permits, etc.


• Ensure timecards are approved by managers in the company's time management system

Project coordination

• Assist the business manager with coordination of projects, including tracking tasks within a pre\-determined timeframe, to ensure they are done on time


• Coordinate meetings between the business manager and architects/building contractors


• Maintain organised records of project expenses, invoices, contracts, correspondence, etc.

Best of luck with your application!

Pay: €40,000\.00 per year

Benefits:

• Bike to work scheme


• Company pension


• Employee assistance program


• On\-site parking


• Sick pay

Education:

• Leaving Certificate (required)

Experience:

• Administrative: 3 years (preferred)

Language:

• Spanish (preferred)

Licence/Certification:

• Irish Driving Licence (preferred)

Work authorisation:

• Ireland (required)

Work Location: In person

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