Position Overview & Main Responsibility
CF Ireland (CFI) is a voluntary organisation established by a group of parents in 1963 to improve the treatment and facilities for people with Cystic Fibrosis in Ireland. Our key focus is the provision of services, information and support for people with CF in Ireland. We receive no core state funding, but we have grown from our voluntary roots to become the leading voice for the CF Community in Ireland, with 22 branches across Ireland.
The office administrator role is to ensure the efficient running of the Cystic Fibrosis Ireland national office, including secretarial duties and general administrative support.
Reports to:
The Senior Co-Ordinator Finance with overall responsibility to the Chief Executive Officer (CEO).
Key Responsibilities:
Reception:
Ensure all members/guests are greeted in a friendly and professional manner.
Respond to phone, emails and web-based inquiries.
Keep the front desk/reception area tidy and up to date.
Arrange and set up boardroom for meetings including tea and coffee facilities.
Order lunches for meetings as required.
Order and manage stationery stock.
Book taxis for staff and guests as required.
Switchboard:
Answer all phone calls in a timely and professional manner.
Deal with all enquires effectively & direct calls to other staff members as appropriate.
Check voicemail and forward out of hours messages to relevant staff as soon as possible.
Send and receive faxes and distribute them to the appropriate department.
Post Distribution and Courier Services:
Effective management of post distribution.
Notify staff immediately of any special deliveries. Keep record of special/recorded deliveries.
Arrange courier service when required, update courier log and send to finance officer each month.
Facilities:
Deal with building queries.
Ensuring that kitchen roster is updated and cleaning products are regularly replenished.
Ensure the printers are serviced regularly and repairs arranged when necessary and ink cartridges replaced when needed.
Manage the shredding and recycling company.
Ensure that the water coolers are being serviced regularly and replaced when needed.
Dealing with general health and safety issues for staff and relating to the building.
Ordering supplies of tea, coffee and any other ad hoc refreshments.
Research and engage in project work, as in when required (such as handyman, electrician etc.).
Communications:
Responsible together with the CEO and Senior Co-ordinator to manage effective and efficient communications between branch committee members, Chairs and Board of Directors.
Maintain and update information on the members database (Raisers Edge).
Member Relations; develop and maintain a positive working relationship with the CFI community and membership and to respond efficiently and effectively to their daily queries and requests.
Responsible for email updates and bulletins to the CFI community.
Update information on CFI website
Conference and Special Events:
Responsible for co-ordinating CFI’s annual conference, members information evenings and other social events that may be assigned from time to time by the CEO or Senior Co-ordinator.
Responsible for co-ordinating communications and logistics in support of special events.
Administration and Financial Support:
To input income data on Raiser’s Edge in line with internal policy and run Report’s as required.
To ensure acknowledgement and thank you letters are issued with receipts to CFI donors on selected internal bank accounts.
Download web-based sponsor reports (e.g. mycharity.ie), liaise with finance and update community fundraiser amounts received
To maintain correspondence/information files as required.
To produce correspondence, reports and confidential documents in Consultation with the CEO and Senior Co-ordinator.
To carry out administration tasks as required ensuring the efficient running of the office.
Essential Qualifications & Experience:
Minimum of 3 year’s experience.
Be a “People Person” – with excellent interpersonal and verbal communications skills.
Excellent knowledge of MS Office.
A high standard of spoken and written English, and good numeracy skills.
Desirable:
Educated to degree level.
Background and/or experience in a charitable organisation.
Person Specification:
Excellent organisational and administrative skills.
Enthusiastic, warm friendly manner with excellent interpersonal skills.
Self-starter: proven initiative and demonstrated ability to develop, drive and deliver ideas and to plan.
Ability to work under pressure, prioritise & multi task.
Excellent Attention to detail.
Commitment to the aims and objectives of the Cystic Fibrosis Association.
Employment Terms:
Permanent, subject to a probationary period.
Salary:
The Salary for the role is €27K – €30k per year depending on experience
To Apply:
Please apply with a covering letter, and completed application form detailing your suitability for the role to Jolyn Mulvey, Senior Co-ordinator HR & Finance: jmulvey@cfireland.ie
Please note CV’s will not be accepted, applications must come in the form of cover letter & completed application form in order to be considered.
Closing Date for receipt of Applications is 5pm Friday 2nd October, 2015