Office Receptionist/Administrator – Cystic Fibrosis Ireland

OFFICE ADMINISTRATOR/RECEPTIONIST

CYSTIC FIBROSIS IRELAND

Position Overview & Main Responsibility

CF Ireland (CFI) is a voluntary organisation established by a group of parents in 1963 to improve the treatment and facilities for people with Cystic Fibrosis in Ireland. Our key focus is the provision of services, information and support for people with CF in Ireland. We receive no core state funding, but we have grown from our voluntary roots to become the leading voice for the CF Community in Ireland, with 23 branches across Ireland.

The office administrator receptionist role is to ensure the efficient running of the Cystic Fibrosis Ireland national office, including secretarial duties and general administrative support.  The role is a permanent full time role, 9am to 5pm Monday to Friday.

The Salary is €27,000 to €31,000 + based on skills and experience

Key Responsibilities:

  • Meeting and greeting all visitors in a friendly and professional manner.

  • Answering phones and emails in a professional and helpful manner and directing calls/emails

  • Check voicemail and forward out of hours messages to relevant staff as soon as possible.

  • Arrange and set up boardroom for meetings including tea and coffee facilities.

  • Order lunches for meetings as required.

  • Carry out typing, filing and other general clerical duties.

  • Booking travel and accommodation for staff/members.

  • Ensure the smooth running of day to day general office services.

Post Distribution and Courier Services/Taxis:

  • Opening, distributing & recording incoming and outgoing post

  • Dealing with deliveries and ordering couriers.

  • Book taxis and maintain a taxi log.

 Facilities:

  • Maintaining office equipment/stationary and coordinating purchasing and delivery of same

  • Ensuring that kitchen roster is updated and cleaning products are regularly replenished.

  • Deal with IT/computer issues for all staff

  • Manage the shredding and recycling company.

  • Ensure that the water coolers are being serviced regularly and replaced when needed.

  • Dealing with general health and safety issues for staff and deal with building queries.

  • Ordering supplies of tea, coffee and any other ad hoc refreshments.

  • Research and engage in project work, as and when required (such as handyman, electrician etc.).

Communications:

  • Responsible together with the CEO and Senior Co-ordinator to manage effective and efficient communications between branch committee members, Chairs and Board of Directors.

  • Maintain and update information on the members database (Raisers Edge).

  • Member Relations; develop and maintain a positive working relationship with the CFI community and membership and to respond efficiently and effectively to their daily queries and requests.

 Conference and Special Events:

  • Assist in co-ordinating CFI’s annual conference, members information evenings and other social events that may be assigned from time to time by the CEO or Senior Co-ordinator.

  • Responsible for co-ordinating communications and logistics in support of special events if and when required.

 Administration and Financial Support:

  • To input income data on Raiser’s Edge in line with internal policy and run Report’s as required.

  • To ensure acknowledgement and thank you letters are issued with receipts to CFI donors on selected internal bank accounts.

  • Download web-based sponsor reports (e.g. Everyday Hero etc), liaise with finance and update community fundraiser amounts received

  • To maintain correspondence/information files as required.

  • To produce correspondence, reports and confidential documents in Consultation with the CEO, Senior Co-ordinator and/or Fundraising Manager.

  • To carry out monthly income reconciliations between Raiser’s Edge database and accounting package to ensure all income posted to Raiser’s Edge is correct.

  • Providing general administrative support to the wide CFI team as necessary

 Essential Qualifications & Experience:

  • Minimum of 2 year’s administrative experience.

  • Excellent telephone skills and a capacity to deal with many queries and when required be able to empathise and provide support to callers.

  • Excellent oral and written communication skills, with a high standard of spoken and written English, and good numeracy skills

  • Excellent IT skills including Microsoft Word, Excel, PowerPoint, Outlook etc.

  • Ability to pay attention to detail and to take responsibility for ensuring that work is completed to a high standard.

  • Capacity to complete work in a timely and accurate manner.

  • The ability to manage and prioritise own workload and work with flexibility, initiative and creativity.

  • Excellent organisational and administrative skills.

  • Enthusiastic, warm friendly manner with excellent interpersonal skills.

  • Discretion and confidentiality

Desirable:

  • Reliability/flexibility and commitment

  • The capacity to work both on their own initiative and as part of a team

  • Raiser’s Edge

  • Background and/or experience in a charitable organisation.

  • Ability to assimilate information quickly

  • A knowledge and understanding of Cystic Fibrosis Ireland

  • Closing Date for Applications
    To Apply:
    Please apply by forwarding your CV with a letter outlining why you feel you are best qualified to undertake this role to Jolyn Mulvey, Senior Co-ordinator HR & Finance hr@cfireland.ie

    Closing Date for receipt of Applications is 5pm Friday 13th September 2019