ADMINISTRATIVE ASSISTANT (FULL-TIME)
Irish Girl Guides (IGG) is recruiting for the role of an
Administrative Assistant in its National Office.
IGG?s mission is to enable girls and young women to develop to their
fullest potential as responsible citizens of the world. This is
achieved by the volunteer leaders running a non-formal educational
programme with **Apply on the website** units across all counties in
the Republic of Ireland. The organisation has charitable status and
staff work with the volunteers to ensure IGG is compliant with all
relevant legislation and best practice in the youth and charity
sector.
MAIN RESPONSIBILITIES
* Answering the telephone and front door, ensuring there is telephone
coverage when away from desk for any length of time.
* Managing any general enquiries by telephone, post, in person or by
email.
* Responsible for scheduling meeting room bookings in National
Office.
* Responding to enquiries from Leaders and any Online Guide Manager
(OGM) enquiries from volunteers.
* Liaison between parent and appropriate Regional Development
Officer (RDO) regarding new membership enquiries.
* Logging and sending outgoing post and distribution of incoming
post.
* Forwarding post to volunteers and reference checks for new
Leaders.
* Providing Branch support with mail outs.
* Responsible for filing insurance forms received from Unit Leaders
and any follow up required.
* Updating OGM with new Leader information once application forms
are received.
* Recording, preparation and issuing of Warrant certificates.
* Recording of New Unit forms and issuing certificates.
* Distribution of membership badges following payment of annual
census.
* Preparation and posting / courier of new Leader packs, Unit Helper
application forms, and other such IGG paperwork as required by
members.
* Co-ordination and distribution of Sangam (Indian World Centre)
stock in National Office to regions when requested.
* Liaising closely with the Gaisce Co-ordinator regarding Gaisce
applications received.
* Responsible for regular stock of office stationery and kitchen
consumables.
* Managing waste collection and ensuring bins are collected on
schedule each week.
* Support Distribution Centre staff when requested and ensuring
there is always sufficient supply ofpacks and booklets.
* Other ad hoc duties as requested by the CEO
PERSON SPECIFICATION
* Excellent written and verbal communications skills.
* Excellent interpersonal skills and the ability to liaise
effectively and confidently at all levelsinternally and externally.
* Knowledge of Eventbrite, Zoom, Microsoft Office, Teams and an
overall competency in IT.
* Be enthusiastic, ambitious and keen to learn new skills with a
positive attitude.
* Strong organisational skills and good time management.
* Proven ability to maintain confidentiality and discretion.
* Ability to juggle tasks and hit deadlines.
* Self-motivated and ability to work within a team.
* Attention to detail, conscientious and have an ability to work on
your own initiative.
* Experience of volunteering or working with volunteers an
advantage.
COMPETENCIES
* Teamwork
* IT Proficient
* Responsibility
* Communication
* Planning and Organising
CONDITIONS
This position will initially be for two years, with a six-month
probationary period. The current salary, due to funding constraints,
is ?**Apply on the website**,**Apply on the website** per annum.
Contract will be for five days per week (Monday to Friday) from 9am
? 5pm. Some evening and weekend work is required, for which time off
is given in lieu. Annual leave is **Apply on the website** days. This
job is based in the National Office currently in Donnybrook and will
be moving to Tallaght.
APPLICATION
Please email a cover letter and CV with contact details of two
referees to: Claire Barkey, **Apply on the website**
For further information, please contact **Apply on the website**
Closing date: 8th Aug **Apply on the website**
We need : English (Good)
Type: Permanent
Payment:
Category: Others
