Office Manager and PA required for The Irish Advocacy Network.
The Irish Advocacy Network Ltd is an island-wide, independent, mental health organisation led by people with personal experience of mental health difficulties. Our services promote recovery by offering advocacy, information and support to clients. Our ultimate aim is to enable people with mental health difficulties to self-advocate; in other words supporting them in having their voice heard, grow in confidence and claim their rights.
The Irish Advocacy Network Ltd is one of very few organisations in Ireland involved in mental health whose purpose was determined by people with mental health problems. To ensure a quality service and remain true to our roots, it is essential that our advocacy staff successfully complete specialist training designed by people with mental health difficulties.
Purpose of the role:
The main purpose of the role of Office Manager and PA is to coordinate and oversee office administrative duties while providing support to the CEO and board, ensuring best use of their time by managing the work efficiently, confidentially and without the need for constant or direct supervision.
Key Duties & Responsibilities:
- Oversee the smooth day-to-day office operations and devising and maintaining office systems, including data management, record keeping and filing;
- Update administrative and other policies when required;
- Liaise with staff, our HR provider and other providers to assist the CEO and Management team with the effective recruitment and management of staff;
- Manage the costs and efficiencies associated with office management – photocopying, stationery, telephone, IT;
- Maintain insurance details for both staff and the Organisation ensuring all policies are upto date.
- Act as the point of contact between the CEO, staff, board members and external stakeholders - handling queries and requests appropriately, confidentially and in a timely manner;
- Receive and screen telephone calls and correspondence before managing, responding, delegating or forwarding to the CEO as appropriate;
- Manage documentation as required by the CEO including the preparation and editing of correspondence, reports and presentations as required;
- Support the CEO and Organisation in relation to activities including the Governance Code, Annual Report;
- Carry out ad-hoc projects under the direction of the CEO.
Diary, Travel and Meetings / Event Management
- Management of the CEO’s diary, including the booking of appointments with staff, external stakeholders, vendors, board and relevant contacts, ensuring that diaries are kept up-to date and all documentation (previous minutes, agendas, presentations etc.) is prepared and circulated in advance;
- Make arrangements for meetings, events and training including travel, facilities and accommodation and production of itineraries for CEO, board members and staff as required;
- Attend meetings as required to support the CEO.
- Prepare documents including agendas and board packs as required for board members and board meetings;
- Attend board meetings as required / requested and draft and issue minutes;
- Support board members to assist with the smooth and timely functioning of the board including governance and compliance responsibilities.
- Liaise with the Organisations Accountants in a timely manner providing required information to enable the production of management accounts and the timely management of payroll and associated responsibilities;
- Prepare and issue sales invoices once approved;
- Preparation of payments and bank instructions for approval;
- Support the management of bank reconciliations;
- Manage and analyze petty cash and expenses forms;
- Completion of CEO’s and board members expenses as required;
- Support the Accountant with the financial planning and budgeting processes;
- Support the finance function in relation to Audit where required.
SLA / Funder Administration
- In conjunction with the CEO, assist with the completion of the SLA’s for sign off by the CEO / Chairperson;
- Liaise with internal and external stakeholders as required to assist with reporting and updates on SLA’s;
- Manage the funding schedule;
- Respond in a timely manner to the provision of statistics and queries in relation to funding and funding expenditure.
The above list is not an exhaustive list and is intended to detail the key roles and responsibilities for the role. This role requires excellent judgment and the ability to deal with confidential information.
- Fully proficient in Microsoft packages – word / excel / powerpoint
- Excellent planning and organizing skills
- Strong communications skills
- Previous experience of staff management
- Ability to work on own initiative
- Previous relevant work experience in an office environment, ideally in a similar role
- Personal experience of mental health is desirable
- Interest in the not-for-profit sector
Salary is €35,000 - €40,000 depending on experience
Interested applicants should forward a cover letter and their CV using the “Apply Now” button below.
Closing date for applications is 5pm on Friday 20th October 2017.
The Irish Advocacy Network is an Equal Opportunity Employer