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