Administrative Assistant / HR & Project Support Coordinator

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