Branch Administrator

4 weeks ago

ballybeg the municipal district of kells ireland Down Syndrome Ireland Full time

The Waterford & South Kilkenny Branch of Down Syndrome Ireland is now recruiting for a part time Branch Administrator to join the Team.

We are dedicated to enabling people with Down syndrome to live life to the fullest. We aim to do this throughout their life through social, educational, and developmental activities.

Working as a member of the Waterford & South Kilkenny Branch Team, you will be involved in the development and delivery of a dynamic, volunteer led service for the Down Syndrome Community in the county.

As Branch Administrator, you will actively engage with members, families, carers, and stakeholders in providing a strong service for our membership.

Responsibilities:
  1. Act as first point of contact for new members.
  2. Service the administration needs of the Branch consistently, involving: dealing with the public, National Office, funders, donors, programme deliverers, etc.
  3. Following induction and under the guidance of the Chairperson and Committee, regularly update, organise and expand information and resources, ensuring accessibility to members and their families.
  4. Liaise with local and national authorities regarding available grants.
  5. Build relations with National bodies, including local representatives such as DFI, National Disability Authority, Inclusion Ireland, etc.
  6. Support members and families in accessing training both within the branch and externally by providing information, materials, and organising training events.
  7. Assist in administrative functions of the Branch.
  8. Record queries and report on members' needs, monitor new needs, and report to the Committee.
  9. Engage in the promotion of Down Syndrome Waterford & South Kilkenny through positive PR, attendance at events, and other opportunities.
  10. Manage the Branch's social media platforms including Instagram, Facebook, WhatsApp, etc.
  11. Provide clerical support to the branch committee, including invitations to training courses for families, mailings, and any other delegated correspondence.
  12. Photocopy, scan, and file documents.
  13. Update the management Information System.
  14. Undertake bookkeeping duties, including purchase/sales invoice management.
  15. Ensure all receipts and payments are recorded correctly and submitted to National Office monthly.
  16. Maintain and file all financial documentation correctly.
  17. Record all income and expenditure on the appropriate support system.
  18. Prepare creditor payments and undertake credit control duties as required.
  19. Ensure grant income is recorded and expended appropriately.
  20. Support Branch Treasurer with financial reporting and operations.
  21. Liaise with Down Syndrome Ireland National Offices regarding financial queries/requests.
  22. Ensure effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act and Down Syndrome Ireland's policies and procedures.
  23. Regular travel may be required to attend meetings and events.
  24. Perform ad-hoc administration duties as requested by the Committee and National Office.
Experience Required:
  1. At least 2 years of administration experience, including accounts administration.
  2. Strong attention to detail and numerical skills.
  3. Excellent communication and interpersonal skills.
  4. Strong IT skills, including Microsoft Office (Word, Excel, PowerPoint).
  5. Previous experience working with accounts/CRM software is an advantage.
  6. Excellent telephone manner.

The Branch Administrator will have working relationships with people inside and outside the Branch, demanding interaction with the public, members, families, carers, staff, and volunteers. Support and guidance will be received on an ongoing basis from the Chairperson and Committee Members.

Hours & Location:

This is a part-time position working 17.5 hours per week. Ideally, the candidate will work 3.5 hours Monday through Friday, but the role can be based over 4 days. Occasional weekend and evening work may be required to facilitate branch committee meetings and branch social events. This role will be based in our branch office, Ballybeg, Waterford.

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