PART TIME / FIXED TERM ADMINISTRATOR
SALARY DETAILS:
* * hours per week
* 3 month contract ( May be extended depending on the needs of the
Centre)
WORKING HOURS
* * hours per week over 4 days per week
Monday to Friday.
* Hours of work: Monday to Saturday depending on the needs of the
Centre.
* The coordinator will interact with morning and afternoon staff and
have a presence in the Centre both morning and afternoon to deal with
community queries. Some occasional evenings and weekends may be
required.
TIME IN LIEU: TIL will only be worked at request of Board of
Management when deemed appropriate
e.g. Attending board meetings to present monthly report or,
occasionally, when required, to attend an event or activity outside of
the usual hours. The employee will be expected to build that time into
the working week of the board meeting/event and avoid any carryover.
It is the board policy to ensure TIL is kept to a bare minimum and the
employees’ focus is on carrying out the work set out in the job
description and maintaining a presence in the Centre on a daily basis.
ALL CV’S TO BE EMAILED TO **APPLY ON THE WEBSITE**
-------------------------
JOB DESCRIPTION
_(6.5 HOURS PER DAY. SOME FLEXIBILITY REQUIRED E.G. OCCASIONAL WEEKEND
AND EVENING WORK)_
NO OF HOURS PER WEEK: **APPLY ON THE WEBSITE**
This is an Admin position providing consistent and daily presence in
the Centre. The Administrator will have overall day-to-day
responsibility reporting to and working closely with Board of
Management (BoM) to ensure successful implementation of the centres
aims and objectives. To carry out the admin work for the Centre and to
liaise with the groups regarding bookings, invoicing and payment.
RESPONSIBILITIES WILL INCLUDE THE FOLLOWING
PROVIDE THE BOARD OF MANAGEMENT WITH:
* Weekly & monthly Centre reports (as required) to inform them on
finance, staffing, programme of activities &bookings, etc.
DAY TO DAY COORDINATION AND RUNNING OF CENTRE
* Dealing with all day-to-day business of the Centre e.g. managing
Income and Expenses. Overseeing usage of energy in the Centre to help
manage running costs. Ensuring Fire& other safety systems are
maintained.
FINANCIAL RESPONSIBILITIES
* Maintain bookkeeping, record keeping and file maintenance relating
to the finances of the Centre.
* Issue prompt invoices and managing incoming Centre Revenue &
related records, also ensure sufficient building insurance cover at
all times.
* Submit prompt &accurate reporting and financial documentation to
funders.
PLANNING & IMPLEMENTING PROGRAMME OF COMMUNITY ACTIVITIES
* The Administrator will work closely with the BoM and South Dublin
County Council reps to devise, plan and implement a varied programme
of activities to engage different groups of people from the community
of various ages/backgrounds ensuring diversity and inclusion.
ENGAGE WITH COMMUNITY & OTHER ORGANISATIONS AND PROMOTION OF CENTRE
* The Administrator will communicate with other community
organisations to promote their use of the centre and encourage the
general community avail of full use of the centre. He/she will
regularly update Social Media pages e.g. Facebook and carryout other
Centre promotion tasks as instructed by B0M.
* THE ADMINISTRATOR WILL LIAISE WITH CE SUPERVISOR TO ENSURE STAFF
COVERAGE DURING OPENING HOURS. HE/SHE WILL COMMUNICATE WITH THE
SUPERVISOR IN DELEGATING DUTIES AND RESPONSIBILITIES.
* TO ENSURE THE CENTRE PROVIDES A FRIENDLY AND HIGH STANDARD SERVICE
TO ALL USER GROUPS UTILISING THE FACILITIES.
* TO PLAN AND MONITOR COMMUNITY EVENTS AND PROGRAMMES.
FILES, RECORDS & OFFICE MANAGEMENT
* To maintain well organised systems of all Centre documents &
electronic files and maintain an efficient &tidy office. AND -ordering
and maintaining supplies e.g. office/stationery, cleaning etc.
BOOKINGS
OVERSEEING CE STAFF TO:
* Take/maintain booking records and maintain calendar of centre
usage.
* Requesting and maintaining user group’s insurance records.
* Maintain records of contact details of all user groups or
organisations
PERSON SPECIFICATION
* Excellent IT Skills with experience of using Word, Excel & Office
*.
* Excellent office and admin skills with experience in financial
management including maintaining bookkeeping systems.
* Excellent written and verbal communication skills with fluency in
English.
* Excellent people skills e.g. Staff and people handling experience
* Be able to liaise with the Community Employment Supervisor in
handling, encouraging and motivating our Community Employment team.
* Excellent time management and organizational skills.
* Flexible – willingness to undertake varied responsibilities,
occasional changes to working hours & responsibilities as required to
meet needs of the community.
* Networking skills and ability to engage with a range of community,
voluntary and statutory organisations, in particular with South Dublin
County Council personnel.
* Assist board in ensuring policies and procedures are in place and
followed.
* Ability to maintain confidentiality around general business and
users of Centre and in all matters relating to their work in NCC
EDUCATION, TRAINING AND EMPLOYMENT REQUIREMENTS
THE SUCCESSFUL CANDIDATE:
ESSENTIAL
* A minimum of 2 years’ work experience in a similar
role/environment.
* Have ideally reached minimum Level 6 education or equivalent
(Major Award) in relevant field of study.
* Be IT literate with good experience of Microsoft Office, and, hold
recognised computer qualifications e.g. QQI Level 5 (spreadsheets &
Word) or equivalent.
* Experience of planning & implementing programmes of activities and
events.
* Experience & ability in maintaining bookkeeping & financial
systems & office management.
* Ability to take instruction from BoM and also to work on own
initiative
* Experience in working with people from a variety of backgrounds .
DESIRABLE
* Hold a third level qualification in Community Development or
similar
* Background & experience of working in a community setting
* Experience in working with a range of ages & backgrounds including
children
* Garda Vetting may apply to the post
_THE BOM WILL APPLY SOME DISCRETION IF DEEMED APPROPRIATE_
We need : English (Good)
Type: Permanent
Payment:
Category: Health
