Part-Time Administration Officer (hybrid) 

The Company 

CALI Centres – Care and Learn Ireland is an exciting new initiative providing a Learning Day Service for young adults with severe to profound disabilities. CALI has created a unique environment to help these young adults continue their learning and with the support of a multidisciplinary team to reach their full potential. At CALI Centres we are passionate about Challenging Thinking, Creating New Expectations and Transforming Lives. 

The Role 

The part-time Administration Officer (30 Hours per week) will report and provide administrative support to the manager and other staff of CALI. The post holder is responsible for a wide range of general administrative and office duties including managing purchasing and receipt of invoices, the development and update of policies and procedures and reporting to funders and regulators. The position is based in our office in Wicklow. Working from home two days per week is possible after the induction period. The days of work are Tuesday to Friday (inclusive) for 7.5 hours per day. Tuesday and Friday are on-site office working days. Wednesday and Thursday may be work from home.  

Key Responsibilities 

Policies & Procedures 

⦁ Update current policies, procedures, and standards in consultation with the manager, Board and Board Sub-committees. 

⦁ Develop and draft new policies, procedures and standards as required in consultation with the manager, the Board and Board Sub-committees. 

⦁ Regularly monitor and review the implementation of policies and procedures. 

⦁ Support CALI to keep abreast of any changes in best practice, training, or regulatory policies. 

Financial 

⦁ Arrange purchasing of office, service and non-service supplies. 

⦁ Match invoices to purchases and forward to the bookkeeper. 

⦁ Record and track fundraising, member subscriptions and miscellaneous income.  

⦁ Record and track employee hours, holidays, expenses etc. + forward to payroll monthly. 

⦁ Manage petty cash. 

Funding Administration  

In conjunction with the manager, 

⦁ Prepare applications to major funders as required. 

⦁ Prepare HSE Service Arrangements and other funder agreements as required. 

⦁ Prepare and return reports to funders as required. 

Regulation 

In conjunction with the manager, 

⦁ Prepare reports for regulatory authorities as required. 

⦁ Support CALI in the implementation of the Governance Code. 

⦁ Ensure CALI meets all other regulatory requirements. 

Donor 

⦁ Develop and maintain contact database. 

⦁ Organise mailings and other communications with donors as required. 

⦁ Organise and manage events e.g. fundraising events.  

⦁ Acknowledge all donations through written communications.  

General 

⦁ Provide day-to-day administrative support for the manager, Board & Board Sub-committees. 

⦁ Maintain the ⦁ info@cali.ie email address. 

⦁ Ensure all inquiries are dealt with in a prompt and efficient manner. 

⦁ Act as point of contact for complaints, compliments, and feedback. 

⦁ Always maintain open communication with both management and staff. 

⦁ Organise and attend meetings as required. 

⦁ Ensure confidentiality of documents and records in line with GDPR requirements. 

Please note that this is not an exhaustive list. CALI is a small but busy organisation. The post holder will be expected to be comfortable multitasking, be flexible in their duties and undertake all other tasks assigned to them by the manager and the board. 

Person specification 

Essential  

⦁ Strong numeracy, English writing, composition, and literacy skills. 

⦁ Highly organised individual with ability to manage own time and multi-task. 

⦁ Experience of managing purchases, invoices, and cash. 

⦁ Skills & experience in project planning and/or event management. 

⦁ Experience of developing policies and procedures. 

⦁ Track record of report and letter writing. 

⦁ Experience of undertaking a wide range of administrative tasks. 

⦁ Competent in use of MS Office programs especially Word & Excel. 

Advantageous 

⦁ Experience of reporting to funders. 

⦁ Experience of working in a voluntary/charitable organisation. 

⦁ Good communication skills. 

⦁ Experience of working with databases. 

Terms 

⦁ This position is that of a 9-month fixed term contract, however there may be a possibility of extension subject to company requirements. 

⦁ Salary €27,000 - €31,000 pro rata.  

  Will be subject to vetting and reference checks.