Our Team here in Down Syndrome Ireland are looking for an Office Administrator to join the Team here in our National Office in Ballymount, Dublin 12.
The Office Administrator is responsible for overseeing the daily operations of the office, ensuring a safe and efficient working environment. This role will encompass welcoming visitors, meeting room management, fire safety, IT management, building maintenance, health and safety, and compliance training to ensure that the organization is compliant with regulations and operates smoothly.
The ideal candidate will be organized, proactive, and able to manage a range of tasks with a focus on maintaining a welcoming, safe and efficient workplace.


Key Responsibilities:
General Office Management
Welcoming all visitors and members to the office.
Handling all office deliveries
Stationary stock management and ordering
Managing meeting room bookings and set ups
Managing the main phone line and supporting with incoming general queries via phone and email


Fire Safety:
Conduct regular fire risk assessments and implement recommended improvements.
Ensure that fire extinguishers, alarms, and emergency exits are regularly maintained and fully operational.
Develop and communicate clear fire evacuation plans, including regular drills for staff.
Organize and conduct fire safety training for all employees, including fire marshals.
Making all visitors aware of fire exit routes and proceedures


IT Management:
Manage the office's IT infrastructure, including hardware, software, and communication systems.
Liaise with external IT service providers to ensure timely technical support and equipment orders and maintenance.
Support data protection measures, ensuring compliance with GDPR and other data privacy regulations.
Maintain an up-to-date inventory of IT equipment and manage procurement when necessary.


Building Maintenance:
Oversee the maintenance of office facilities, ensuring the office is clean, safe, and functional at all times.
Coordinate with external vendors for office repairs, cleaning services, and general maintenance.
Monitor and manage office utilities (e.g., water, electricity, etc.), ensuring efficient use and addressing any issues that arise.


Health and Safety:
Conduct regular health and safety risk assessments across the office and implement corrective actions where necessary.
Ensure that the office complies with all health and safety regulations, including first aid, fire safety, and emergency preparedness.
Maintain records of any workplace incidents, ensuring they are reported and managed in line with company policies.
Oversee ergonomics initiatives to ensure a healthy working environment for all employees.


Compliance:
Develop and update health and safety, fire safety, and other H&S compliance-related policies in line with legal regulations and company standards.
Organize and conduct regular compliance training sessions for staff in areas such as workplace safety, manual handling, and fire safety.
Ensure all training is properly documented and that employees are aware of their responsibilities.
Prepare for and manage compliance audits and inspections by regulatory bodies.


Administration Support
Mondays & Fridays will be dedicated to providing administration support to our Member Services Management Team
General administration will include, proof reading, creating easy read documents, data entry creating reports, etc.


Experience Required:
Proven experience as an Office Administration or in a similar administrative role.
Knowledge of fire safety, building maintenance, health and safety regulations, and IT management.
Manual Handling Instructor, H&S and First Aid training is beneficial
Strong organizational skills with attention to detail.
Excellent communication and leadership skills.
Ability to manage multiple vendors and external service providers.
Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with IT systems and troubleshooting.


Hours:
This is a full time role working 5 days per week, office based Tuesday - Thursday, 8.30am - 4.30pm