Events And Examinations Administrator

Our client, the International Commission for Irish Dancing, are seeking to fill 2 x administration positions as they restructure the admin team which is based in Dublin 1.
The key duties for each role are outlined .
Some experience or interest in the Irish language would be beneficial and helpful to applicants but is not a prerequisite.
All applicants must be confident and capable, with previous experience working within a team environment.
The successful candidate will be diligent, professional, personable, and not afraid to roll their sleeves up
General Admin / Events Role:
– Answering telephones, assisting callers with any questions or queries.
– Replying to all emails received, providing recipients with any assistance they require.
– Retrieving and sending all mail to CLRG members worldwide.
– Updating our website – posting to latest news, feis section etc.
– Maintaining our database – updating information where necessary.
– Providing assistance to new members who wish to register with CLRG
– Processing registrations.
– Processing payments via our online terminal, issuing receipts, invoices etc.
– Liaising with the Chair of the Examinations Authority regarding various duties (see below for detailed account).
– Meeting with people who report to reception requesting an office representative.
– Lodging money to CLRG account.
– Keeping check of stock for upcoming exams –Grade/ADCRG/TCRG/TMRF, Diplomas etc.
– Filing and organizing records maintained in the CLRG office.
– Maintaining various files kept for recording purposes – lodgements, upcoming exams, newly registered teachers etc.
– Assisting anyone as Gaeilge whether it is through the medium of email, telephone or if documents need to be translated to/from Irish.
Event Orientated Duties:
In the weeks prior to and proceeding as well as during both Oireachtas Rince na Cruinne and Oireachtas Rince na hÉireann there are additional duties that must be performed as below:
– Ensuring that the website is continuously updated with relevant event information.
– Assisting teachers with their online entries (if necessary).
– Making ID cards for all competitors.
– Sending ID cards to teachers worldwide.
– Fielding phone calls from attendees and ensuring that they have all the information they require in relation to rules, syllabi, hotels etc.
– During the event itself assisting competitors and attendees where necessary with queries, complaints etc.
– Making ID cards for competitors.
– General front of house duties involved when dealing with general public.
– Proceeding the event ensuring that any matters that could not be dealt with on site are completed upon return to office hours.
– Assisting teachers/adjudicators with the renewal of their registration particularly those who are not efficient with computers
– Set up all newly registered teachers on the CLRG database
– Making ID cards for teachers/adjudicators
– Organising the literature that is sent to CLRG members worldwide
– Compiling and sending packages that are sent to CLRG members worldwide
– Ensuring that any teacher/adjudicator that is having difficulty reregistering online is assisted proficiently.
Examinations Administrator Role:
– Processing applications received for all exams ADCRG/TCRG/TMRF
– Maintaining correspondence with candidates for upcoming exams ADCRG/TMRF/TCRG.
– Providing prospective candidates with all the information they require regarding scheduling, syllabi and any other information that will help them in their preparation.
– Keeping exam files up to date, making sure necessary panel quotas are reached.
– Liaising with the Chair of the Examinations Authority regarding the planning of upcoming exam – panel allocation, venue details, referring
any queries when necessary
-Liaising with the Team Leader for an exam – organising exam numbers, providing all necessary details regarding candidates.
Ensuring there are no conflicts/associations.
– Sending all candidates their timetables for their exams.
– Referring all necessary correspondence to the Chair of the Examinations Authority for CLRG meetings.
– Compiling and maintaining all relevant data in excel programmes for export when necessary.
– Updating exam result database proceeding each examination.
– Filing and updating all repeat candidate folders.
– Sending results to all candidates proceeding the ratification of results.
– Assisting all candidates who must repeat section(s) of their examinations.
– Filing and organising all paperwork that returns from exams.
– Making sure all exam documents, materials, syllabi are kept up to date.
– Providing all prospective candidates with examination packs that include all up to date and relevant information in preparation for exams.
– Arranging the shipment of all materials that are sent to examination centres – exam documents, booklets, medals etc.
– Sending all grade examination documentation to examiners and teachers who require it.
– Liaising with relevant staff members regarding grade exam applications, account sheets, results as well as assessments of conditional/temporary registered teachers.
– Liaising with CLRG Vetting Officer
If you would be interested in hearing more information about the above opportunities or applying for either role, please forward a copy of your CV to
*NB: All applicants CVS will be reviewed and should your skillset match our client's requirements, we will contact you via email / mobile.
We are also happy to consider you for other open opportunities within Firstaff.
If however, you object to us holding your data on file, please acknowledge via email by return.
Firstaff Personnel Consultants
85/86 Grafton Street
Dublin 2
Ireland
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