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Irish Girl Guides: Administration Assistant

IGG CLG are looking to recruit a new Administration Assistant. IGG’s mission is to enable girls and young women to develop to their fullest potential as responsible citizens of the world. This is achieved by the volunteer leaders running a non-formal educational programme with 560 units across all counties in the Republic of Ireland. The organisation has charitable status and staff work with the volunteers to ensure IGG is compliant with all relevant legislation and best practice in the youth and charity sector. Main responsibilities Reception:

  • You are the first point of contact. Answering the telephone and front door, ensuring there is telephone coverage when away from desk for significant lengths of time including lunch

  • Managing any general enquiries by telephone, post, in person or by email

  • Responsible for scheduling meeting room bookings in National Office, updating shared calendar, preparing rooms, sending keys/instructions etc.

Volunteer Support including event support:

  • Liaison between parent or potential volunteer and appropriate Regional Development Officer (RDO) regarding new membership. Update market research data

  • Provide personalised letters as requested by Units for opening bank accounts and providing insurance forms for room/hall rentals

  • Preparation and posting / courier of new Leader packs, Unit Helper application forms, and other such IGG paperwork as required by members

  • Using Eventbrite to promote training/events/other online activities as required

  • Preparation support for Regions, Branches and Committees as required for events including collation of materials, invitations and supporting queries.

Proficient on Online Guide Manager (OGM, CRM tool):

  • IT proficient, supporting enquiries from volunteer leaders on our CRM Tool, OGM, and supporting any issues that may arise.

  • Ability to facilitate a variety of requests around membership enquiries and OGM such as Transferring members between Branches, updating permissions, and removing resigned members, open new Units on OGM and ensure process is completed

  • Support the completion of our annual membership process (Census) through preparing address labels, envelopes, finance support and responding to queries.

  • Update OGM on all leadership qualifications as received from Area/District Commissioners including updating of permissions/access, preparing the relevant paperwork and welcome packs/role descriptions/guidelines.

General Admin & Event Support:

  • Forwarding or scanning post to other staff and volunteers

  • Packing, franking, and logging outgoing post and distribution of incoming post and liaising with DC for larger couriered items for events and as required

  • Providing Branches, Regions and other committees support with mail outs and other admin related requests

  • Responsible for filing insurance/incident forms received from Unit Leaders and any follow up required

  • Liaising closely with the Gaisce Co-ordinator regarding Gaisce applications received

  • Overseeing the daily running of National office ensuring stock supplies are up to date, maintenance issues noted and addressed, supporting visitor parking as required, ongoing printing & creation of packs for copy room & DC

  • Other ad hoc duties as requested by the Operations Coordinator and CEO

Other duties:

  • Supporting the Operations Coordinator, Safeguarding Officer, Finance Team especially around submission of internal Audit.

  • Support the production of our mailout magazine, Trefoil News, through managing the mailing list and liaising with our Communications Officer.

  • Collate and present material as required for Newsletters/other PR materials such as the annual report.

  • To carry out any other duties as may be assigned by the CEO from time to time

  • To attend training sessions and staff days as required

  • To participate actively in Support and Supervision sessions as well as the annual appraisal and planning process

Person Specification

  • Excellent written and verbal communications skills.

  • Excellent interpersonal skills and the ability to liaise effectively and confidently at all levels internally and externally.

  • Knowledge of Eventbrite, Zoom, Microsoft Office, Teams, and an overall competency in IT.

  • Be enthusiastic, ambitious, and keen to learn new skills with a positive attitude.

  • Strong organisational skills and good time management.

  • Proven ability to maintain confidentiality and discretion.

  • Ability to juggle tasks and hit deadlines.

  • Self-Motivated and ability to work within a Team.

  • Attention to detail, conscientious and have an ability to work on your own initiative.

  • Experience of volunteering or working with volunteers an advantage.

  • Experience in Communications, Database Management, Safeguarding & Vetting or Finance is also welcomed.

Conditions This contract is initially for one year, with a six-month probationary period. This post is a full time position, however, IGG are open to meeting candidates who are interested in the role and available Monday to Friday between 9.30am-2.30pm in National Office. The FTE salary is €24,500K per annum, with 21 days holidays pro rata (and 5 additional days of office closure between Easter and Christmas). Application Please email a cover letter and CV with contact details of two referees to Claire Barkey,, by the 10 October 2022, shortlisting will start on the 3 October.

General Info Date Entered/Updated 20th Sep, 2022 Region Dublin Expiry Date 10th Oct, 2022

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