ADMINISTRATIVE OFFICER
(4 DAYS - PART TIME)
LOCATION: Cork City
EMPLOYMENT TYPE: 4 Days Part-time - flexible hours
REPORTS TO: Manager
ABOUT GAY PROJECT:
The Gay Project is an Irish NGO that:
* Supports gay, bi+, trans and queer men.
* Celebrates sexuality and gender diversity.
* Advocates for LGBTQ+ human rights and policy protections.
The mission of the Gay Project as per the Constitution is to ensure
that gay, bisexual, men who have sex with men (MSM), trans and queer
men are enabled to participate fully in Ireland’s social, economic,
cultural, political, artistic and sporting life.
ROLE OVERVIEW:
The Administrative Officer is a central role, essential to the
efficient operation and smooth running of Gay Project’s daily
activities. The position is responsible for a range of administrative,
financial, and communications tasks that are critical to maintaining
an organised, professional, and effective environment. The
Administrative Officer will ensure all office functions, financial
records, data management, and communications are accurately and
efficiently handled, directly supporting the Board, Manager and
Community Development Workers in fulfilling the organisation’s
mission.
KEY RESPONSIBILITIES:
* OFFICE MANAGEMENT:
* Oversee daily office operations, including managing supplies,
equipment, and facilities to ensure a well-maintained and organised
work environment.
* Handle incoming and outgoing correspondence, answering phone
calls, emails, and inquiries in a professional and timely manner.
* Maintain office systems and procedures to ensure effective
day-to-day operations, including filing, scheduling, and general
office upkeep.
* FINANCIAL ADMINISTRATION:
* Assist with budgeting and financial reporting processes, ensuring
accurate and timely updates.
* Assist in the management of financial records, invoices, and
tracking expenses, while adhering to Gay Projects financial policies
and procedures.
* Assist with other financial duties as required by the Manager.
* DATA MANAGEMENT & COMPLIANCE:
* Maintain accurate and confidential records for programme
activities, client information, and organisational data.
* Ensure all data management practices are in line with data
protection regulations (GDPR) and organisational policies.
* Regularly update and audit files to ensure all information is
accurate, complete, and stored securely.
* EVENT & MEETING COORDINATION:
* Support the planning and execution of events, workshops, and
meetings by coordinating logistics, such as venue booking, scheduling,
and communication with attendees.
* Assist in preparing materials for meetings, including
presentations, agendas, and handouts.
* Organise travel and accommodation arrangements when necessary for
staff or event participants.
* COMMUNICATIONS & SOCIAL MEDIA:
* Prepare reports, presentations, and other communications materials
as needed by the Manager and team.
* Maintain and update the Gay Project website and social media
channels to promote upcoming events, weekly activities, and special
announcements.
* Engage with the LGBTI+ community online to ensure Gay Project’s
services and events are visible and accessible to all who may benefit
from them.
* SUPPORT TO PROJECT TEAM:
* Provide administrative support to the Manager and Community
Development Workers, including calendar management, document
preparation, and assisting with programme logistics.
* Assist in compiling performance metrics and reports to support
programme monitoring, needs analysis’s and evaluation efforts.
* Serve as a resource to other staff and volunteers for
administrative needs, providing general guidance and support where
relevant.
OTHER DUTIES
* Perform other duties that may be assigned by the Manager (or
designate).
* Travel to meetings in other locations as required.
* Maintain good working relationships with our Board, staff,
supported groups, service users and key external stakeholders.
* Respond to queries from supported groups and external stakeholders
* Participate in team meetings, review sessions and planning events
as required.
The role of the post holder will not be limited by reference to this
job description. It would be expected that the role will evolve as
professional, sectoral and member organisation needs change and the
post holder will be expected to demonstrate flexibility skills that
will facilitate this.
QUALIFICATIONS AND SKILLS:
* EDUCATION & EXPERIENCE:
* Relevant qualification and/or experience in administrative roles;
experience in non-profit or community organisations is a plus.
* Basic understanding of financial record-keeping, budgeting, and
data management.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint),
Google Workspace, Canva and familiarity with website management
(WordPress) and social media platforms.
* SKILLS:
* Strong organisational skills with excellent attention to detail
and the ability to manage multiple tasks efficiently.
* Good communication skills, both written and verbal, with an
ability to create professional reports, presentations, and
correspondence.
* Ability to maintain confidentiality and handle sensitive
information with integrity.
* Familiarity with data protection regulations (GDRP) and compliance
standards.
* Knowledge of LGBTI+ issues and community services is advantageous
but not essential.
KEY COMPETENCIES:
* PROFESSIONALISM AND DEPENDABILITY: Demonstrates reliability and a
commitment to maintaining a high standard of professionalism in all
tasks.
* ORGANISATIONAL EFFICIENCY: Able to manage resources and time
effectively, ensuring smooth day-to-day office operations.
* TECH-SAVVY: Proficient with digital tools for communications, data
management, and basic website/social media updates.
* ATTENTION TO DETAIL: Careful, thorough approach to all work, from
financial data entry to event logistics.
* TEAM SUPPORT: Works collaboratively to support colleagues,
anticipating and assisting with their administrative needs.
WHAT WE OFFER:
* A supportive and inclusive work environment with the opportunity
to make a meaningful impact on the lives of LGBTI+ individuals..
* Professional development and training opportunities.
TERMS OF EMPLOYMENT
LOCATION: Cork City.
CONTRACT: * Hours per week. Successful
candidate will be required to work some evenings and occasional
weekends. Flexibility will be required. * month
contract subject to 6-month probationary period. Renewed subject to
ongoing funding.
SALARY: € *, *.**Apply
on the website** (PRO Rata)
ANNUAL LEAVE: * days per annum
ROLE START DATE: 6th January *
RESPONSIBLE TO: Gay Project Manager
Closing date for receipt of CV and cover letter outlining the reasons
why you think you are suitable for this post is: FRIDAY **APPLY ON THE
WEBSITE**TH NOVEMBER **APPLY ON THE WEBSITE** AT 1PM SHARP.
TO APPLY:
Please send by email to * and please ensure to
add the job title you are apply for in the ‘Subject’ heading.
Interviews will be scheduled to take place in-person in Cork City in
early December *.
If you have any queries or would like additional information then you
may contact;
* Stephen Spillane, Chair Gay Project *
and/or
* Konrad Im, Manager Gay Project *
We need : English (Good)
Type: Permanent
Payment:
Category: Others
