Title: Office Manager / Executive Assistant 

Reporting to: CEO

Type of Contract: Full Time, Permanent, 37.5 hours per week

Salary: €33,000 to €36,000 commensurate with experience

Location: DEBRA Ireland is based at Butterfly Cottage, 8 Clanwilliam Terrace, Dublin 2. While DEBRA Ireland supports hybrid and flexible working arrangements this role is primarily office based and candidates must be available to attend at the office on a regular basis each week.

About DEBRA Ireland

DEBRA Ireland is the national charity established in 1988 to provide patient support services and to drive research into treatments and cures for those living with the genetic skin condition, epidermolysis bullosa (EB). EB can be an extremely severe and painful, rare, skin-blistering condition, which leaves the skin as fragile as the wings of a butterfly.  Even gentle contact can cause devastating wounds. EB has been described by a Consultant Dermatologist in Our Lady's Children's Hospital as “easily the most debilitating and devastating disease I have ever seen.” Many of our patients who survive childhood face the frightening reality that they could develop a very aggressive form of skin cancer, due to the constant breakdown of their skin.

We are a patient-led charity with a powerful case for support. We have an ambitious, passionate, and person-centred team, who care deeply about the patients and families we work on behalf of. 

About the Role

This is an opportunity to join the dynamic team at DEBRA Ireland. The successful candidate will be a first point of contact for enquiries by phone and email, representing DEBRA Ireland in a positive and professional manner. You will be responsible for the smooth running of the office, supporting a team of 16 people who work both from the office and from home on a hybrid basis.

You will also support the CEO in an Executive Assistant capacity, providing administrative and operational support. The successful candidate will be a resourceful, energetic, and highly organised individual, who thrives in a fast-paced environment.

Main Duties and Responsibilities

Office Management

·        Be a first point of contact for phone and email enquiries.

·        Manage post, courier services and filing.

·        Manage the smooth running of the office (purchasing, maintenance, insurance, managing service provider relationships etc.

·        Schedule meetings, organise meeting rooms, make travel arrangements.

·        Ensure the office environment and procedures meet health and safety regulation standards and hold the role of Health and Safety Officer.

·        Maintain and review relevant policies and procedures relating to building and office management processes.

Financial Administration

·        Handle bank lodgements and petty cash.

·        Review, approve and code supplier invoices.

·        Reconcile credit card statements and prepare expense reports.

Governance / Compliance

·        Assist with collation of meeting papers for Members, Board and Sub-Committee meetings.

·        Attend meetings to take and draft minutes.

·        Assist with the annual Charities Regulators Governance Code compliance record process.

·        Assist with all regulatory filings (CRO, CRA etc.).

·        Participate as a member of DEBRA Ireland's Internal Governance Committee.

People / Human Resources

·        Onboard new joiners (organise equipment, stationery, onboarding checklist etc.).

·        Administer Garda vetting processes and mandated training such as Child Safeguarding.

Person Specification

·        Excellent communications and interpersonal skills.

·        Excellent planning and organizational skills, sound judgment and proven ability to manage multiple projects, prioritise time and resources.

·        An ability to work under pressure and maintain meticulous attention to detail and accuracy.

·        Proven ability and comfortable working both independently and collaboratively within a team environment.

·        Warm, collaborative, enthusiastic and positive attitude.

·        Flexible and adaptable.

·        Proficient in Microsoft suite of products (Outlook, Teams, Excel, PowerPoint, Word).

·        Fluency in written and spoken English essential.

·        Minimum two years' experience in a similar role.

Remuneration and Benefits

·        Salary range €33,000-€36,000 DOE

·        20 days annual leave with additional 5 Company Days for Christmas/New Year/Easter

·        Generous paid sick leave entitlement

·        Up to 6% matching pension contribution (following 6-month probationary period)

·        Mobile phone and laptop provided

·        Employee Assistance Programme

·        Bike to Work Scheme

·        Opportunity for flexible/hybrid working, subject to agreement with line manager and role responsibilities

 Applications

·       Email your CV and accompanying cover letter outlining your suitability for the role to pauline@debraireland.org.

· Please ensure to include the title 'Application for Office Manager' in the subject line of your email.

· Closing date for applications is Monday 30^th May

·       Informal enquiries welcomed to Pauline Williamson, Financial Controller, at pauline@debraireland.org.

·       First round interviews are currently planned for the first week in June.

·       This position is subject to Garda vetting and reference checks.