GAISCE – THE PRESIDENT’S AWARD / JOB SPECIFICATION
Position: Office Manager
Reporting to: The CEO
Contract: Initial 6-month contract, with possible opportunity to extend
We are looking for an energetic and enthusiastic Office Manager to join the Gaisce team.
About Gaisce – The President’s Award
Gaisce – The President’s Award is a self-development programme for young people between the ages of 15-25, which is proven to enhance confidence and wellbeing through participation in personal, physical, community and team challenges. It is a direct challenge from the President of Ireland, Michael D. Higgins, to all young people to dream big and realise their potential.
Gaisce is non-competitive and self-directed: participant’s progress along each award level (Bronze, Silver or Gold) choosing personal, physical and community activities they wish to undertake and taking part in an adventure journey also. A trained adult mentor, their President’s Award Leader (PAL), supports them throughout the process. The more time and energy participants give, the greater the reward.
Young people who complete the Gaisce programme, receive a medal and certificate signed by the President of Ireland, Michael D. Higgins. Should they progress to achieve a Gold award, the President presents them with this at a special ceremony in Dublin Castle.
Gaisce is active across all 26 counties and, through the Joint Award Initiative, an innovating partnership with the Duke of Edinburgh’s Award, young people living in Northern Ireland are able to achieve a Gaisce Award at any level too. Through a partnership with the Duke of Edinburgh’s International Award, Gaisce Awards are also recognised internationally.
Since its inception in 1985, over 300,000 young people have participated in the Gaisce programme. Today, more than 24,000 young people register for the Gaisce challenge each year, pursuing the award through more than 800 organisations (Gaisce Award Partners) located right across the country. In any one year, Gaisce supports these organisations and the more than 1,200 President Award Leaders (PALs) working and volunteering in them to mentor young people through their Gaisce journey.
Gaisce celebrates the individuality of each participant and ensures while there are many pathways to achieving a Gaisce Award, each Gaisce journey is as unique and expansive as our participants determine and equally recognised.
Reporting to the CEO, the role of the Office Manager is to ensure the smooth running of the Gaisce office by maintaining efficient and effective office systems, organising all associated administrative activities, and supervising administrative support staff.
Main Duties and Responsibilities
Office and Programme Administration
- Management of administration and processes in relation to the delivery of the Award programme.
- Management of front of house duties for the Gaisce office.
- Management of Building systems and liaising with relevant stakeholders and suppliers.
- Manage and maintain integrity of data in multiple databases.
- Support Operations and Communications teams in relation to administrative requirements.
- Oversee implementation and management of Governance and Compliance policies and procedures in relation to the organisation.
- Manage and support administrative team of 3 persons.
- Assist in day-to-day accounting functions (management accounts, payroll and registration fees, banking on line and bank reconciliations of fee income).
- Generation of POs, maintaining VAT records and records of payments.
IT Systems Support / Phone System
- Maintain Gaisce’s IT and Phone system and liaise with support and service providers as necessary.
- Provide basic IT support and training to staff on general office packages, Gaisce’s CRM and online system.
- Ensure all HR policies are up-to-date, operate effectively and are adhered to.
- Manage daily HR administration including annual and sick leave processes, record keeping and recruitment of new staff.
- Responsible for Induction of new personnel.
- Undertake other duties as may be reasonably required from time to time, commensurate with the nature of the post
- Act in the best interest of Gaisce and in line with the vision and mission of the organisation.
- Minimum 3 years work experience in a similar role (essential).
- Third level business, secretarial or project management qualification (experience may suffice)
- Extremely organised with the ability to prioritise and delegate.
- Staff management experience.
- Proficiency in Microsoft Office, specifically Excel, and other packages.
- Proficiency in the use of CRM (preferably Salesforce).
- Excellent multitasking skills.
- Excellent phone manner and ability to deal with people in a friendly and efficient manner.
- Excellent administration skills and attention to detail.
- Friendly demeanour.
- Enthusiastic, motivated and positive attitude.
- Flexible and calm under pressure.
- Commitment to empowering young people to fulfil their potential.
Reporting to the CEO, the successful candidate will work closely with the Senior Management team, Council and members of the Operations, Communications and Admin teams.
This is an initial 6-month contract with the possibility to extend. The salary is €40,000 per annum. The appointment is covered by the Single Public Service Pension Scheme and membership of the scheme will be compulsory for the successful candidate. There is a holiday entitlement of 12.5 days, excluding public holidays. Hours of work are 37.5 hours per week.
Interested applicants should submit a Cover letter and CV (max 2 pages) via email to firstname.lastname@example.org with the subject line ‘Office Manager Application’ or by post (marked ‘Private & Confidential’) to: Gaisce – The President’s Award, Ratra House, North Road, Phoenix Park, Dublin D08 YD62. Queries can be addressed to the same email address.
Closing date for applications is 5pm on Friday 29th March 2019. Interviews for this role will take place on 9th April 2019.
All applications received within the deadline will be screened against the role requirements and the person specification.
Gaisce, Gradam an Uachtaráin – the President’s Award is committed to best practice and operates on the basis of equal opportunities. Applications are therefore invited from all suitably qualified and eligible candidates. Appointment will be based solely on merit and canvassing will disqualify.