OFFICE ADMINISTRATOR JOB DESCRIPTION

Please click here for application form

TITLE: Office Administrator

REPORTING TO: The Manager

PRINCIPAL ROLE: You will be responsible for general office management; this includes reception, coordinating volunteers, and financial administration.

MAIN DUTIES:

• Maintain the accounts utilizing TAS books and Collsoft packages.  Manage the Petty cash and prepare monthly financial statements for the Manager.

• Prepare accounts and cash flow statements for the Board of Management, the HSE, and other funders as required.  Prepare the financial books for the Annual Audit.

• Prepare and typeset leaflets, posters, and other promotional documents.

• Co-ordinate volunteer work including the recruitment, induction, and attendance of volunteers.

• Train, manage, and supervise a volunteer team to cover the RRP reception and design a rota to ensure there is reception cover during opening times.  The staffing of the reception desk is your responsibility.

• Update RRP’s website, Facebook and other social networking sites.

• Record, input, and present statistical data.  Prepare statistical returns for the Manager.

• Give secretarial support to the Manager, which includes typing, correspondence, and taking appointments.

• Participate in fundraising activities.

• Assist in the planning and organisation of events and awareness campaigns.

• To fulfil any specific tasks or training directly required by the Manager.

As co-ordinator of the reception volunteer team you need to ensure that the following duties are satisfactorily performed and, if no volunteers are available, these duties will be performed by yourself:

• Greet all callers, take messages, deal with enquiries, and refer the individual to the appropriate person.  Deal directly with drop in requests for safer sex information and supply condoms as required.

• Co-ordinate the CD Club bookings in consultation with the Project Workers. This will include demonstrations and discussions about condom use.

• Manage the Project diary; record and co-ordinate room bookings; maintain office supplies and stationary.   Replenish leaflet stocks as required.

• Maintain the reception area and facilitate the use of the library to visitors.  Assist service users with computer, photocopier, and phone queries.

The successful candidate will have:

• Proficient oral and written English.
• A warm, welcoming manner and a non-judgemental attitude.
• Willingness to engage in discussions about safer sex.
• Proven ability of maintaining confidentiality.
• A high standard of organisational skills.
• Experience of co-ordinating and supervising volunteers.
• Proficient use of TAS books, Collsoft, and competent computer skills including typing, Word, Excel, Publisher, and the Internet.
• Ability to work on own initiative

DETAILS:

Salary: commensurate with experience.

Contract: 35 hours/week, dependant on continuing funding from the HSE, and satisfactory completion of a six month probationary period.

Hours: normally 0930-1730, but there may be occasional requirements to work evenings and weekends for which the post holder will be entitled to time off in lieu.

Holidays: 25 days per annum.

If you are looking for volunteering opportunities please check our volunteering page.