Position:        Administration Support Officer (part-time, potential job share)

Office Base:  Dublin & hybrid

Reports To:   Senior Operations Manager

1.     About The Wheel

The Wheel is Ireland’s national association of community and voluntary organisations, charities and social enterprises. As a representative voice, we provide leadership to the charity and community sector and we advocate on behalf of our growing community of members. As a supportive resource, we offer advice, training and other opportunities to people working or volunteering in the charity and community sector. Learn more about who we are and what we do https://www.wheel.ie/about-us

2.     The Opportunity

An exciting opportunity for someone who has an interest in working to support the community and voluntary sector. This role will support the internal operations of The Wheel and provide support to members of The Wheel, and the wider Community and Voluntary sector.

This is a part-time role (2 or 3 days per week), and we are very happy to provide flexibility for the right candidate. The post holder will work closely with the Senior Operations Manager and wider staff team.

The successful candidate will maintain a positive and responsive attitude towards collaborative working that encourages the best from and supports the efforts of others.

3.     Role & Responsibilities

Member Support

• Be the first point of contact for members needing advice and support.
• Manage the office phone lines, responding & recording in our CRM system, Salesforce, as required. Full training will be provided.
• Update Salesforce where necessary in relation to updates/query tracking etc. 
• Direct member queries to the relevant staff members.
• Update Salesforce to capture event attendee details. 
• Publish job vacancies on The Wheel’s website.

Office Management

• Manage all deliveries effectively.
• Co-ordinate the post to and from the office.
• Manage the purchase of office supplies and ensure cost efficiencies in relation to office running costs, where relevant. 

Meetings and Events

• When there are face-to-face meetings in the office, coordinate these meetings, as requested.
• Organise room bookings with our landlord, room set up, teas & coffees.
• Set up any tech required.
• Greet visitors, clear the room after the meeting and anything else that may be required. 
• Assist in the organisation of staff in-person days.

Other

• Provide Admin support to the CEO on a weekly basis.
• Provide HR Admin support as required.
• Provide general admin support for the Senior Operations Manager/ Directors as required. 
• Carry out such other duties and or projects as the Senior Operations Manager or the Director of Finance may determine.
• To actively protect The Wheel’s integrity through honesty, sincerity and service to its members whilst promoting nationally the benefits of association with The Wheel.

4.     Person Specification

Desirable Experience:

• Experience in an administration/coordination role, handling customer service queries and responding to requests.
• Practical experience and understanding of working with Microsoft Office.
• Experience of a CRM system

Desirable Skills:

• Excellent administrative and organisational skills.
• Given the level of incoming and outgoing phone calls associated with the role, a professional, courteous and confident phone manner is required.
• An exceptionally strong ‘customer service’ orientation, with the ability to make a person (on the phone or face to face) feel they have been provided with what they need.
• Ability to prioritise and manage time according to deadlines.
• Strong attention to detail.
• Positive and pro-active approach to role.
• Must be capable of working as a team player, be highly motivated, enthusiastic and capable of using their initiative.
• Good written communication skills.

5.     Terms and Conditions

This is a part-time permanent position with The Wheel.

The Wheel is currently working a Hybrid Working Pilot and hybrid working is available to all employees.  With this role, there will be a requirement to work from the office at least 2 days every week.

The Wheel has a salary-band framework. The annual gross salary for this role will be in the first quartile of the range for the Officer level posts within the Wheel. The current range is €33,879-€45,837. The amount will depend on the knowledge and experience of the person who occupies the role. This contract is for a minimum of 2 full (7.5 hour) days to 3 full days. Salary is payable monthly. 

Other benefits include:

• A 6% employer contribution to a company contributory pension scheme (subject to a 4% employee contribution)
• Annual Leave of 151.5 hrs (21 days) pro rata
• Closure of the office on Good Friday, Christmas Eve and the Christmas / New Year period which comes additional to annual leave entitlement
• Death in Service benefit of four times salary
• The Wheel’s Time Off in Lieu (TOIL) policy applies to this position.
• Further Education / Training investment programme
• Travel (bike-to-work schemes/tax saver commuter tickets)

The Wheel uses a Behavioural Competency Framework as a key cornerstone of its performance management processes. The priority behavioural competences identified for this role are:

Collaborative Working:

Co-operates with others and participates outside of own work area, seeks to understand fully the work of the organisation, willingly offers support where needed. Creates a friendly work environment where any conflicts can be resolved amicably.

Open Communications:

Listens attentively, speaks clearly and to the point, and responds positively to questions. Uses relevant building/linking to improve on what has been said.

Positivity:

Displays an affirming outlook and ensures that commitments are kept.  Tackles difficulties with good humour and purpose, willing to give time and energy to completing work.

Adaptability:

Understands, accepts and adapts to change quickly, finding new ways of working while continuing to be productive and effective; Responds with enthusiasm & communicates clearly. 

The Behavioural Competency Framework is available on request and is given to all new recruits.

A complete list of all the terms and conditions will be made available to the candidate offered the role through The Wheel’s Staff Handbook. The Wheel is an equal opportunity employer.

Points of note 

• The Wheel is an equal opportunities employer. 
• The above information serves only as a guide to the advertised position. The Wheel, at its discretion, reserves the right to change this before the appointment. 
• Please note if you are invited for an interview, we will share your data with 1) Any virtual service provider we use to host the interview; and 2) the interview panel (if applicable). Your information will be stored for this purpose in line with our data retention policy. 
• Should the person recommended for appointment decline, or having accepted it, relinquish it, or if an additional vacancy arises, The Wheel may, at its discretion, select and recommend another person for appointment on the results of this selection process.