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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