Business in the Community Ireland is excited to invite candidates to apply for the position of Full-time Administration Coordinator for the support of the Education Team. Business in the Community Ireland (BITCI) -Leaders in Sustainability and Social Inclusion. Our purpose is to inspire, challenge and facilitate businesses to bring about a sustainable, low carbon economy and an inclusive society where everyone thrives. We leverage our extensive network and depth of knowledge to guide businesses to embed all aspects of sustainability into their operations. Our programmes and partnerships are designed to bring about measurable improvements in environmental sustainability and social equity.  www.bitc.ie 

The purpose of this role is to develop, deliver and maintain efficient and professional administration systems for the Education team in BITCI and to manage a small team of administrators (up to 3 people).

JOB SUMMARY

• Permanent role, subject to a 6-month probationary period. 
• Role is based in our office in Phibsborough, Dublin 7 (this is a hybrid role, with in-office attendance expected 2-3 days per week)
• Full-time role is 35 hours a week
• Salary €35k-€40k per annum, depending on experience. 
• Providing administrative support to Head of Education, National Programme Leads and Regional Coordinators
• Experience in management of a team of direct reports
• A high level of proficiency in the range of Microsoft Office programmes e.g., Word, Excel, PowerPoint, Outlook and digital design (including Canva or Adobe photoshop or similar)
• Experience in event administration 
• Experience in survey management: production and distribution of surveys and data management of results
• Experience in CRM systems such as MS Dynamics or Salesforce
• Fluency in English, both written and verbal is required.

Please note that you must hold current eligibility to work in Ireland to be considered for the role.

SEE FULL JOB DESCRIPTION BELOW FOR FURTHER DETAIL

Benefits offered:

• Annual leave: starts with 23 days annual leave per year, rising to 26 days after 1 year, and up to 30 days on a sliding scale with tenure, 
• Various generous/paid family friendly leave policies to promote work/life balance and positive mental health, 
• PRSA: Option to join the Company’s PRSA scheme with 5% employer contribution, 
• Flexible/hybrid working practices,  
• Work from Anywhere in the world for 10 days per year. 
• Career growth – We want you to grow with us, 
• Access to our Employee Assistance Programme including free unlimited virtual GP visits, 
• Cycle to work scheme; including claiming back your millage!  
• TaxSaver commuter scheme, 
• Supports to set up home office and provision of all necessary IT infrastructure for remote working, 
• Volunteer leave days – We encourage you to give back to the community, 
• Did we mention great teammates? 

JOB DESCRIPTION 

The Administration Coordinator performs general clerical tasks, generally on behalf of the Education operational team. Day-to-day life as an administrative coordinator includes providing administrative support for educational programmes, taking phone calls and sending emails, managing events and mailings, managing the production of the Education Ezine, admin support on generating CRM monthly reports, keeping the database updated and prepping for large meetings and presentations, capturing notes in meetings, and other related tasks. The role also involves managing a small team of direct reports within an administrative team that all supports the operation of the Education team and its strategic objectives.

Primary Responsibilities

• Managing a small administrative team of up to 3 direct reports
• Overseeing the effective administration of the World of Work and Student Mentoring national educational programmes, including providing administrative support to these National Programme Leads
• Oversee the annual programme evaluation process for the above programmes: 
• Set up, manage and download surveys and responses (using Survey Monkey or similar software)
• Draft and produce final evaluation reports in conjunction with Head of Education
• Providing administrative support to Head of Education, as appropriate 
• Providing administrative support to the Regional Coordinators
• Support for the Garda Vetting processes
• Responsible for maintaining information on Education areas of BITCI website current
• Event organisation, including: 
• Distributing invitations, managing RSVPs and maintaining an attendees list 
• Venue booking, catering, briefing notes, reminders and support on event day
• Preparation and updating of main presentations and promotional material
• Research in support of business development and programme material
• Managing CRM in terms of active accounts, risk management onboarding/exiting and generating monthly and annual reports on operational activity 
• Administrative supporting to financial elements of programmes including tracking donation requests, issuing thank you letters
• Assisting on digital/social media marketing work and collating content, including videos and photos
• Maintain efficient filing systems and file sharing and saving protocols and promote best practice
• Preparing for and taking minutes of team meetings
• Preparation, collation and distribution of quarterly Ezine using Mail Chimp
• General BITC office duties: responsibility for general administration cover, as appropriate. 
• To actively contribute to a healthy, safe, secure and productive working environment 
• To actively promote equality of opportunity, anti-discriminatory practice, diversity, individual rights and choice in all aspects of your work. 
• Other such duties as may be required from time to time  

PERSON SPECIFICATION 

Knowledge and Experience 

Five (5) or more years’ experience in a similar role and knowledge of the Irish educational system. 

Core Skills

• A high level of proficiency in the range of Microsoft Office programmes e.g. Word, Excel, PowerPoint, Outlook 
• Strong organisational and time management skills 
• Fluency in English, both written and verbal, is required 
• Flexibility and the ability to manage a varied workload 
• Ability to deliver under pressure and meet deadlines

Advantageous skills  

• Proficient knowledge in IT and database applications such as Microsoft Dynamics CRM 
• Knowledge of SharePoint 
• Good verbal and written communication skills (good writing skills and a good telephone manner) 
• Digital design e.g. Canva 
• Experience managing digital/social media channels 
• Experience with designing, managing and distributing surveys/evaluations 
• Experience with collating/designing and distributing Ezines

 Skills/ Personal Attributes

• Self-starter, accuracy
• Excellent interpersonal skills 
• Excellent attention to detail 
• Excellent time keeping and attention to detail

****The above is not an exhaustive list of duties. There may be other ad-hoc duties assigned from time to time, and the Administration Coordinator will be expected to support the Education team as needed, in line with the overall organisational objectives of BITCI.