Administrative Assistant - Reception

HEAnet is Ireland’s National Education & Research Network, providing high quality Internet Services to the 180,000 students and staff in Irish Universities, Institutes of Technology, and the research and education community including primary and post-primary schools. It provides a high-speed national network with direct connectivity for its community to other networks in Ireland, Europe, the USA and the rest of the world.

HEAnet are seeking to appoint an Administrative Assistant for a fixed purpose contract (maternity leave cover) to provide reception/secretarial services and accounts support within the company. The successful candidate will be a member of the Administration Team and will report directly to the Head of Finance & Administration.

Duties:

The successful candidate will undertake the following duties:

Reception and secretarial duties –

• Managing the company switchboard and directing calls as appropriate (50 employees);
• Greeting clients and visitors to the office;
• Dealing with telephone queries;
• Processing incoming and outgoing post and organising courier services;
• Company calendar organisation (Google Apps);
• Meeting room set-up, including catering;
• Assisting with the preparation of document packs for meetings and workshops;
• Ordering office supplies/equipment and liaising with suppliers;
• Filing and archiving of office documents;
• Booking national & international travel for staff, including flights, accommodation, taxis etc.;
• Organising company social events;
• Providing support to the Administration Team as required;
• Other general office duties as required.

Accounts Support –

• Data input onto computerised accounts package (Quickbooks);
• Preparing purchase orders as requested by staff;
• Assisting accounts team with reconciliation of bank statements, payment of invoices and issuing statements to suppliers, issuing client contracts annually and keeping accounts filing up to date;
• Other accounts duties as required.

Experience:

Essential:

• Minimum of 2 years experience in a similar reception/administration role.

Skills & Aptitudes:

Essential:

• Excellent computer skills – proficient in Microsoft Word, Excel, e-mail.

Desirable:

• Understanding of basic financial accounting principles an advantage;
• Knowledge of Quickbooks or a computerised accounts package a distinct advantage.

Personal Characteristics:

Essential:

• Excellent communication skills, both written and verbal;
• Good telephone manner;
• Pleasant and professional approach.

Education:

Essential:

• Educated at least to Leaving Certificate level.

Location:

The successful candidate will be based at HEAnet's office, 5 George's Dock, IFSC, Dublin 1.

Salary: 

Administration band, pro-rata (dependent on experience and qualifications).

Closing Date:

Close of business on Tuesday 4th June 2013.

How to Apply:

Interested applicants should send their CV to careers@heanet.ie