ARC Cancer Support Centres (ARC) is recruiting a Full-Time Administration Assistant. The Administration Assistant will provide essential administrative support, ensuring the smooth operation of the organisation by assisting with the workload of the Administration & Operations Executive to the CEO and enhancing efficiency in executive and operational functions. This is a hybrid role, there will be some flexibility to work both onsite and remotely. The balance between onsite and remote work will be determined based on organisational needs at any given time.

As part of ARC operations team, this role works directly with ARC executive functions by supporting them in delivering on ARC's vision, mission and values. The post is supported by the Administration & Operations Executive and works alongside wider teams of services, finance and fundraising.

About ARC

ARC is a community cancer support centre. We have three Centres across Dublin. Our mission is to provide psychological, emotional, practical, and educational support to people with cancer and those who care for them, through a warm, welcoming and client centred approach and to ensure that everyone in Ireland is aware of, and able to access these services.

Our Centres are a haven from the outside world, offering free-of-charge support to men, women and children affected by cancer and those who care for them. We offer a range of supports including information service by phone, e-mail and drop in, counselling, complementary therapies, survivorship courses, support groups, wellness classes and talks.

Job Description

Job Title: Administrative Assistant

Reporting To: Administration & Operations Executive

Location: The primary location is ARC Cancer Support Centre, 65 Eccles St. Dublin 7. Occasional Cover may be required at other centres: South Circular Road and Herbert Avenue Centres. 

Salary: €29,000

Contracted Hours: 35 hours per week excluding breaks: Monday-Friday (9 – 5)

Closing date for applications: 12 noon, 28th March 2025

Purpose of the Post : To provide essential administrative support, ensuring the smooth operation of the organisation by assisting with the workload of the Administration and Operations Executive to the CEO and enhancing efficiency in executive and operational functions.

Roles and Responsibilities

General Administrative Support

·       Handle routine administrative tasks such as filing and document management.

·       Respond to general inquiries and act as a point of contact for day-to-day queries.

·       Maintain and update organisational records and databases.

Executive Support

·       Manage the CEO's diary and schedule meetings.

·       Assist in preparing meeting agendas, reports, taking minutes, and following up on action items.

·       Support the CEO with correspondence and project tracking. .

Health, Safety, and Risk Management Support

·       Provide clerical assistance for health, safety, and risk-related tasks.

·       Maintain accurate documentation for audits, compliance, and risk assessments.

·       Coordinate with relevant stakeholders to ensure timely updates to reports and records.

Operational Assistance

·       Assist with the preparation and formatting of internal and external communications.

·       Organise and manage supplies, equipment, and other operational needs.

·       Support the implementation of organisational policies and procedures.

External and Internal Communications

·       Liaise with team members across different departments, including Services, Fundraising & Communications, and Operations.

·       Coordinate with external contractors and service providers as needed.

 Qualifications and/or experience:

 Essential:

·       Proven experience in an administrative or support role.

·       Strong organisational skills and ability to manage multiple tasks efficiently.

·       Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.

·       Excellent written and verbal communication skills.

·       High attention to detail and ability to maintain confidentiality.

Desirable:

·       Familiarity with health, safety, and risk management processes.

·       Experience supporting senior executives or leadership teams.

·       Knowledge of CRM or other data management systems.

·       Experience in using assistive AI technology  

Essential skills, competencies and/or knowledge:

Flexibility and Adaptability

·       Must be comfortable with flexibility regarding working hours and willing to travel between ARC locations to meet the operational needs of the organisation.

·       Comfortable managing shifting priorities in a dynamic environment.

Confidentiality and Professionalism

·       Strict adherence to confidentiality.

·       Approaches work with integrity, discretion, and a commitment to excellence. 

 Proactive Problem Solver

·       Takes initiative to address issues and streamline processes.

 Team Player

·       Works effectively with colleagues across the organisation.

 Attention to Detail and Multitasking

·       Demonstrates excellent attention to detail and the ability to multi-task and balance multiple projects effectively.

 Equality and Inclusivity

·       Applies equality principles, ensuring an environment where diversity is valued, and equal opportunities are provided.

Recruitment Process

Application is by cover letter/e-mail and CV outlining how you meet our required experience, qualification and skills, competencies and knowledge. Please refer to Job Description for more information.

Please e-mail Administration & Operations Executive:amymurray@arccancersupport.ie with Administrative Assistant in the Subject Line.

Interviews will take place a minimum of two weeks from date of closure.

ARC will complete reference checks on suitable applicants prior to official confirmation.

ARC is an equal opportunities employer and encourages and welcomes applications from all suitable candidates.

Benefits

Sick pay and Group Illness Benefit

Employer Pension Contribution

24 days annual leave plus two company days

Tax Saver Travel

Bike to Work Scheme