TEMPORARY ADMINISTRATION OFFICER
1. OVERVIEW
Children in Hospital Ireland is a registered charity and a company
limited by guarantee. The organisation has its Head Office in
Sandyford, Dublin **Apply on the website** and operates throughout the
country. Children in Hospital Ireland delivers a national
volunteer-run hospital play and recreation service; advocates to
promote the highest standards in the delivery of healthcare for
children; provides information and help for parents of hospitalised
children; and works collaboratively with support groups for children
who are ill or have long-term medical conditions.
2. JOB DESCRIPTION
POSITION: Temporary Administration Officer, Maternity Leave cover.
September **Apply on the website** ? April **Apply on the website**
OFFICE BASE: Head Office, Sandyford, Dublin **Apply on the website** /
home based during Covid-**Apply on the website** restrictions
REPORT TO: CEO
OVERALL PURPOSE & CONTEXT:
Children in Hospital Ireland is seeking a highly motivated,
self-starter to manage the offices of the organisation with
responsibility for general administration, financial administration
and database management to support the work of the organisation.
Reporting to the Chief Executive Officer, the Administration Officer
will be someone who is capable, energetic, with a can do attitude to
respond to the daily administration needs of this unique and dynamic
organisation, someone who thrives in a busy and sometimes hectic
environment, and has a willingness to take on new tasks and respond
effectively to changes as needed.
ROLE
The Administration Officer is responsible for:
* Office and Database management (Salesforce).
* Administrative support to the staff team
* Volunteer services administration.
* Managing monthly accounts payable activity, and financial
administration.
* Occasional PA services to the CEO.
WORKING RELATIONSHIPS:
Reporting to the CEO, the post holder will develop and maintain
positive professional relationships particularly with colleagues, the
Board, and its sub committees, service providers, voluntary
organisations funding agencies and other key stakeholders, and a range
of people and organisations with whom s/he is in contact via email,
phone, in person etc.
S/he will work in a respectful, co-ordinated and integrated way with
colleagues, and in such a way as to encourage the best from, and
support the efforts of, others.
JOB DESCRIPTION
_General responsibilities and duties_
The key responsibilities for the post holder will be to:
* Manage the office phone, responding to queries and recording in our
Client Relationships Management (CRM) system, Salesforce, as required
* Provide direct support to CEO and other staff in relation to event
logistics including:
* Uploading volunteer enquiries as they progress through training and
placement from the website to Salesforce
* Booking venues for trainings and events
* Organising logistics for events ? welcoming and registration,
refreshments, technical supports, liaising with speakers
* correlating evaluations and feedback to management team
* Day to day management and updating of the Salesforce database
* Provide general admin and logistical support to Volunteer Manager,
Volunteer Co-ordinator and Marketing Manager in relation to annual
recruitment programme and fundraising.
* Provide financial administration service in relation to monthly
invoicing, book keeping support, petty cash, lodgements, and online
banking.
* Provide support to the CEO in fulfilling the organisation?s good
governance practice.
* Ensure there are the appropriate levels of catering, cleaning,
stationery, and other supplies, necessary for the office, and office
kept clean & tidy.
* Co-ordinate the storage of documents internally and externally for
the organisation.
* Administration support to staff, as required.
* Carry out such other duties and or projects as the CEO may
determine, consistent with the overall purpose of the post.
SPECIFIC DUTIES
_Administrative support to CEO and Board_
* Provide administrative support to the CEO including administration
relating to governance, policy development, board meetings and the
Annual General Meeting
* Attend board meetings and record the minutes
* Manage administration for board members such as preparation for
meetings, maintaining board member details on the different regulatory
bodies and ensuring up to date documentation on board members is
maintained
_Office management_
* Maintain accurate filing system (manual and digital).
* Keep CEO informed (on a timely basis) of significant issues that
may impact the development and delivery of our programmes and
services.
* Maintain HR administration duties, including Annual & Sick Leave
tracker and Time Sheets.
* Ensure all organisational documentation ? electronic and paper
are stored securely.
* Coordinate and maintain regular office supplies and deal with
suppliers.
* Co-ordinate the post to and from the office.
_Database management_
* Ensure database is updated as new members join, and potential
volunteers move through the introduction to training modules.
* Maintain the register of members and annual membership payments.
* Prepare reports and Campaign statistics as necessary.
_Administration and Volunteer support_
* Provide administrative support to the CEO with regard to all
meetings, Board material preparation and other relevant documentation.
* Ensure all volunteer enquiries, applications etc., are logged and
processed
* Work collaboratively with the Volunteer Manager, CEO and other
relevant staff to assist with recruitment and training schedules,
attendance records, essential application processes etc.
* Provide administrative support for volunteer / team leader
meetings where necessary; local volunteer fundraising initiatives; and
marketing activities.
* Ensure facilities, furniture and equipment, invitations,
refreshments, booking & preparation of venues, collation and
distribution of relevant documentation for Board meetings, training
days, AGM, Annual Lecture etc.
* Organise uniforms and ID badges and required materials for
placement and coordinate postage.
* Maintain and update organisational working documentation where
appropriate.
* In association with the Marketing Manager, ensure that social
media platforms are updated, and accurate.
_Financial Administration_
* Administration of accounts receivable; code and process payments of
incoming invoices, expenses, cheque requests, money, donations, etc.,
through banking online.
* Manage petty cash system. Ensure Petty cash is securely stored and
lodged.
* Manage the organisation?s banking online ? prepare lodgement
sheets and make bank lodgements.
* Liaise with organisation?s accountant on a monthly basis to
provide timely and accurate receipts and invoices with applicable
codes.
* Manage membership renewals and receipts for membership payments.
* Maintain accurate financial filing system and finance manual.
4. REQUIREMENTS
_Professional_
* A relevant professional qualification and a minimum of 1 years?
experience in a professional setting.
* Strong administrative skills and experience.
* Experience of the non-profit / charities sector or working with
volunteers an advantage.
* Computer literacy essential (Microsoft Office) and database
management experience with Salesforce necessary.
* Experience in general finance management necessary.
* Excellent attention to detail and good written and communication
skills.
* Good capability with excel spreadsheets and managing details and
files that are numerical in focus.
* Must be capable of working as a team player, be highly motivated,
enthusiastic and capable of using their initiative.
* Ability to navigate Social Media platforms.
* Ability to communicate and work effectively in a busy environment.
* Ability to prioritise and manage time according to deadlines.
_Personal_
* Excellent communication skills.
* Ability to plan, organise, to make decisions, and to solve
problems.
* Ability to work in a busy environment.
* Commitment to the highest ethical standards.
* Ability to build and maintain relationships.
_Special Requirements:_
* Commitment to, and understanding of, working within a voluntary
organisation in an inclusive manner.
* Sound judgement and pleasant phone manner.
* High motivation, positive disposition and flexible attitude in
response to organisational change and development.
* This position will be Garda Vetted.
5. CONDITIONS
This role is a temporary maternity leave cover, with a two-month
probationary period
SALARY: ?**Apply on the website**,**Apply on the website** per annum
payable monthly in arrears.
HOURS: **Apply on the website** hours per week over 5 days
ANNUAL LEAVE: **Apply on the website** days (pro rata). This job is
based in Dublin and involves a small amount of travel.
A complete list of all the terms and conditions will be made available
to the candidate offered the role through the Staff Handbook. Children
in Hospital Ireland is an equal opportunities employer.
6. APPLICATION
If you wish to be considered for appointment to this position, please
indicate your interest by sending a letter of application stating why
you are suitable (no more than two pages), together with a copy of
your CV to:
**Apply on the website**. Please put ADMINISTRATION OFFICER in the
subject heading. Closing date for applications is MONDAY, **APPLY ON
THE WEBSITE**TH AUGUST **APPLY ON THE WEBSITE**.
Alternatively, you may post a hard copy of your application to:
Administration Officer Application
Children in Hospital Ireland
**Apply on the website** Burton Hall Road, Suite **Apply on the
website**
Sandyford, Dublin **Apply on the website**, to arrive by CLOSE OF
BUSINESS, MONDAY, **APPLY ON THE WEBSITE**TH AUGUST **APPLY ON THE
WEBSITE**.
_INTERVIEWS FOR THOSE SHORTLISTED, WILL TAKE PLACE ON WEDNESDAY,
**APPLY ON THE WEBSITE**__TH __AUGUST AND THE POST HOLDER WILL
COMMENCE ON MONDAY, SEPTEMBER 6TH_
PLEASE NOTE: APPLICATIONS WITHOUT A COVER LETTER WILL NOT BE
CONSIDERED.
We need : English (Good)
Type: Permanent
Payment:
Category: Others
