Administrator - Business Services & Insurance

Administrator – Business Services & Insurance

Barnardos National Office, 4 Christchurch Square, Dublin 8 & Hybrid

General Information

Why work at Barnardos?

At Barnardos we seek to ensure that we have the best people working with us to support our work with children and families. The benefits of working with Barnardos are designed to promote continual professional development and a work-life balance for the most rewarding working experience.

• Barnardos offers a competitive salary – recognising the experience you bring to the role
• Generous annual leave entitlements plus discretionary Company days
• Positive working environment with family friendly ethos and work – life balance policy
• Tax saver and bike to work schemes in operation
• Employee pension scheme with employer contribution
• Company Sick Pay Scheme
• An opportunity to help improve outcomes for vulnerable children and families by working in a trauma informed way
• Access to regular trauma informed support and supervision
• Ongoing support and access to training and professional development opportunities
• An opportunity to be part of a supportive team
• Access to the Employee Assistance Program for employees and their immediate family members
• Regular Breath, Body and mind sessions to support staff well-being

What will the Business Services Officer do?

The role is split between Business Services, Insurance, Property administration and support to the Finance team. Barnardos has 54 projects, offices and shops across Ireland.

Job Description

Job Purpose

To provide an efficient and flexible administrative support service to the Finance team, with a specific focus on co-ordinating Barnardos Business Services, Insurance and property administration.

Core Job Requirements

• To be responsible for Business Services management in the National Office including management of the premise’s maintenance contract. This will include responding to Business Services maintenance queries and issues, to ensure that they are resolved and administering all property related contracts e.g. maintenance, cleaning, alarm monitoring, fire alarm maintenance, lift maintenance for the National Office. To Link in with the Management company for any issues relating to the Common Areas in Head Office.
• To proactively coordinate and administer Barnardos property portfolio under the guidance of the responsible director/facilities manager including to:
  • Liaise with the relevant people internally regarding lease renewals and rent reviews when arising and save down all lease/rent documentation received.
  • Maintain and manage the property database
  • Keep effective and up-to-date property records in the company’s central files
• To administer the insurance policies for the organisation under the guidance of the responsible director including:
  • Administering the annual insurance policy renewal returns, resolving any broker queries, and ensuring adequate policy in place on time on an annual basis. Act as an internal and external point of contact for all insurance queries.
  • To handle ongoing insurance related queries for the property, services and other activities of the organisation.
  • Assist with gathering information and providing the same to our broker in relation to claims and claim notifications.
  • Update the national fleet database (NFD) and keep a log of all vehicle changes throughout the year
• To provide Finance support for Accounts Payable, creditor’s setup and administration of procurement, some Spreadsheet reconciliations.
• To provide administrative support for the Finance Director when required.
• To collate, distribute agenda and other papers, take the minutes and prepare draft minutes for approval for key sub-Board committees e.g. Audit Committee, Finance Committee.
• Deal with internal or external queries in order of priority in a timely, efficient and friendly manner i.e. post, e-mail, telephone and fax and in person.

Requirements of all Barnardos staff

• Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations
• To participate in regular supervision with your line manager
• To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole
• To report any area of concern to your line manager in a timely manner
• To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Occasional working during unsocial hours may be required.
• Have a flexible approach to the work in response to organisational change, development and review of best practice.
• Participate in and engage with a performance management programme.
  Identify training needs with your line manager and participate in training opportunities appropriate to the role.
• To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Officer.
• To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Barnardos Designated Person in a timely manner, in keeping with the Barnardos Child Protection policies.
• To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate
  To undertake other duties as may be requested by the line manager from time to time
• To undertake your work in a manner that is friendly, flexible and informal.

Note: this Job Description will be reviewed and updated in line with the needs of the work

Person Specification

Personal attributes

• Excellent communications and interpersonal skills
• Teamwork required and the ability to work in collaboration with others
• To be able to self-manage and have an excellent sense of the workload and priorities.
• Good administrative and organisation skills
• Ability to work on own initiative and to consult where appropriate
• Awareness of confidentiality and the ability to deal with sensitive queries
• Ability to prioritise competing demands
• Flexibility and adaptability in terms of tasks and time is essential for this post.
• Fluent in written and spoken English.

Experience

• Minimum of two years’ directly relevant experience in Business Services, Insurance or Finance administration is essential.

Qualifications

• Minimum- Leaving Cert or equivalent level of education.
• Intermediate working knowledge of MS Word, Excel, and Outlook essential.

The post-holder is initially assigned to work in the National Office, Dublin 8 with hybrid working arrangements in place; but may be required in the future to work in other project(s) in the Dublin area in line with organisational needs.

Barnardos is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all.

Application Procedure

Download your application form

Shortlisting will apply (please note, CVs are not accepted on their own, candidates must complete and submit our application form through Barnardos website).

Candidates who are moved to the 2 nd stage of our Recruitment process are required to complete a medical questionnaire and the E-Vetting process. References will also be taken up at this stage.

Upload your application form - CVs alone will not be accepted
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LOCATION

Barnardos National Office, 4 Christchurch Square, Dublin 8 & Hybrid

Employment Type

Full time (37 hours) and Permanent

Barnardos (Republic of Ireland) is a company limited by guarantee. Company registration number: 141526. Registered charity number: 20010027. CHY: 6015.