Operations Manager (Maternity Cover) - Spina Bifida Hydrocephalus Ireland

Spina Bifida Hydrocephalus Ireland (SBHI) is looking for an Operations Manager on a maternity cover basis to join our great organisation and lead this core aspect of our work. This is a varied role, overseeing key operational areas within SBHI.

The position is offered on a full-time basis, working from our head office in the National Resource Centre, Clondalkin.

We are seeking a highly motivated, experienced, and flexible professional who will work closely with the CEO and the wider organisation in respect of the day-to-day running and the future development of SBHI.

You will be fully supported by a very hands-on CEO and your SBHI colleagues who combine to facilitate life-changing work on behalf of everyone affected.

You will need your own car, a clean driving licence, and business insurance cover in order to fulfil this position. Mileage costs are reimbursed for all work-related travel expenses.

SBHI provides equal opportunities to all job applicants and employees in accordance with and subject to the provisions of the Employment Equality Acts 1998-2012 irrespective of their: Gender, Civil StatusFamily Status, Sexual Orientation, Age, Disability, Race, Religion, Membership of the Traveller Community.

Please apply with current CV, application form (typed, not hand-written), and covering letter via email to: tscott@sbhi.ie Note: Applications without a covering letter and application form will not be considered.

Applications will be considered on receipt and applicants will be informed as soon as possible if they have been shortlisted for interview. The role will commence on 3rd May 2019.       

Contact:                  Tom Scott, CEO

Email:                      tscott@sbhi.ie

Telephone:              087 1121500 / 01 457 2329

Principle duties

Administration Team

  • To effectively manage the administration staff both within the National Resource Centre (NRC) including:

    • the effective delegation of relevant tasks to ensure the smooth running of the organisation

    • the implementation of efficient processes and procedures to ensure consistency of tasks

    • ensuring excellent communication skills and customer support skills

    • having the ability to work efficiently, professionally and with integrity, with the greater good of SBHI always at the core.

    • To support all areas within SBHI with administration as requested.

  • To oversee:

    • all SBHI general and motor insurance needs,

    • all additional documentation for SBHI’s motor fleet,

    • preparations for Board and NEC meetings,

    • the maintenance of SBHI’s CRM system including overseeing SBHI’s membership process,

    • reception and office maintenance,

    • IT supports.


  • To update all relevant staff files in respect of contractual and confidential information, acting with integrity at all times.

  • To advise and support staff with HR issues as they arise.


  • To oversee and coordinate:

    • the payment and recording of all invoices and expenses,

    • the wages paperwork,

    • the reporting of bank balances and other relevant management information to the CEO,

    • the regular sourcing of price comparisons, securing better prices for products/services

    • the regulation of Petty Cash at the National Resource Centre

    • lodgements to the SBHI bank accounts

    • Post Usage Logs

    • ensuring that SBHI Branch bank statements are forwarded accordingly.


  • Church Gate Collections:

To co-ordinate the allocation, recording, and distribution of permits and equipment required for Church Gate Collection.

  • Golf Classic

    • To play a pivotal role in the planning, communication, administration, and delivery of the Annual Golf Classic


  • Annual Conference/AGM:

    • To play a pivotal role in the planning, communication, administration, and delivery of the Annual Conference/AGM

  • Family Weekend:

    • To assist in the organisation of the event, to include: bookings, attendance at FSW planning meetings, prepare relevant paperwork, and attend the weekend.


  • Mailshots:

    • With support from relevant administrative staff, to oversee all aspects of all mailshots sent from SBHI, including planning of when mailshots will be sent, co-ordination of materials, print, and delivery

Skills, experience, and personal qualities


  • A relevant third-level qualification, or demonstration of exceptional relevant experience

  • Excellent time management and communication skills

  • Excellent leadership and supervision skills

  • Ability to motivate others

  • Ability to understand and implement strategic planning

  • Ability to work within professional boundaries

  • An extensive knowledge of policies and procedures relevant to the role

  • Excellent interpersonal skills required to build and maintain strong collaborative relationships

  • Highly competent use of IT (Microsoft Office Applications; Word, Excel, Power Point, Outlook)

  • Good financial knowledge of budgeting and managing expenditure

  • Ability to communicate effectively and develop rapport with a wide range of people at various levels

  • Able to stay calm in a crisis and be measured when responding to difficult situations

  • Good organisational and time management skills

  • Willing to learn and develop as a professional in the role


  • A proven commitment to working in the charity/not-for-profit sector

  • Experience of providing formal induction and staff training, staff supervision, and staff appraisals

  • Experience of working with people with disabilities in particular those with spina bifida and hydrocephalus

  • Highly experienced in managing multiple tasks simultaneously and efficiently

  • Highly efficient project management skills, taking ownership of projects and tasks and seeing them through to fruition

  • The ability to positively and effectively delegate the workload always ensuring deadlines are met and colleagues are motivated

  • The ability to document and implement efficient processes and procedures that enable the scalability of the workload

  • Build and maintain strong relationships with sponsors and contacts

  • Excellent problem solving skills and a positive can do attitude.

    Closing Date for Applications

    5th April 2019