Centre Adminstrator

1. PURPOSE OF THE JOB One of the most important roles in the ongoing development Croí na Gaillimhe is that of the Centre Administrator. The Administrator plays a central role in the day to day running of the centre by providing general and financial administration support, maintaining effective and efficient office systems and leadership while keeping the office running smoothly and efficiently. They will manage the front of house, oversee and support the reception and administrative support team in the centre. They will be responsible for the administration of all programmes and courses that run in the centre as well as managing the recruitment, training and support for the volunteers who engage on these programmes. Oversee all aspects of the role efficiently and effectively in a busy, pressurised and multi task environment. 2. ENVIRONMENT OF THE JOB The SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 12,000 volunteers and 700 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. SVP employs people to support volunteers in a variety of settings including home visitation, Social Housing, Child and Family Services, Retail, Administration and other specialist areas. SVP is committed to ensuring that everyone we encounter, regardless of age, gender identity, disability, sexual orientation, or ethnic origin has the right to be protected from all forms of harm, abuse, neglect, and exploitation. All employees are expected to act in accordance with SVP policies on Dignity & Respect and Safeguarding in respect of related Children and Vulnerable adults Safeguarding policies and procedures. Croí na Gaillimhe is a community resource centre operated by the Society and located in the heart of Galway City. The centre was opened in September 2009. Since 2009 the centre has continued to grow with the development of various programmes and projects aimed at addressing the issue of social exclusion as well as the many needs of the local community. The vision of CNG is to reduce isolation by offering a welcoming social and learning experience to the people of Galway. The resource centres mission is to respond to the changing needs of people who find themselves experiencing social isolation and we offer them opportunities to develop and grow. Croi na Gaillimhe is a vital stepping stone for people looking to engage in education and well-being programmes within a safe and non-judgemental environment. It not only offers programmes that develop skills in a wide variety of areas but also offers individuals, young and old, the opportunity to gain the confidence to develop in whatever way they require and the self-belief that they and their families can have a better future. Our members range in age from 3 to 92 years. CNG runs lunch and social clubs, intergenerational programmes, community education classes for adults in the community, conversational english language classes for people new to Ireland and 2 homework clubs. The Society is Christian based with a strong sense of Gospel values. The founder of the Society, Blessed Frederic Ozanam, was a devout Catholic and his legacy of spirituality remains a key element for volunteer members of the Society and underpins the conduct of conference meetings. It can often therefore be normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at meetings where members are in attendance as this underpins the ethos of the Society. There is no requirement for staff members to actively participate in the saying of prayers but to respect the ethos of the Society and be aware that this practice may occur. 3. GUIDANCE AND AUTHORITY The Centre Administrator will report to the Centre Manager. The post holder is expected to operate with considerable autonomy. The nature of matters referred wards are those: • Where significant resistance is experienced in the development of good practice and implementation of policy. • Where practice or proposed practice places stakeholders in a position of risk e.g. a child, a vulnerable adult, members, volunteers, the reputation of the Society. • Where decision will have a significant impact on the workload of others. 4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES HOW ACHIEVED 1. Reception

• Maintain an efficient office and reception area while ensuring the reception and front of office areas are kept tidy and free from clutter. • Greeting clients, visitors and staff in positive and friendly manner. • Assisting individuals with queries. • Maintain company security ensuring the visitors log is updated. • Respond to queries and calls on a day-to-day basis while also providing cover at reception as first point of contact when reception is not staffed. • Manage and supervise existing reception CE Scheme staff. 2. Office Administration o Ensure that efficient and effective office systems are maintained. Ensuring all office equipment is in good working order.

o Order stationary, office supplies and consumables and review costs on an annual basis. o Keep inventory of assets in Croi na Gailimhe. o Maintain records and files, in line with the Society’s Policy & Procedures. o Set up new files when required and maintain an organised filing system in the office. o Promote events by: social media etc o Oversee room rental in the centre to include: Process room rental queries and bookings. Coordinate room schedules and managing calendars to ensure that activities are arranged with no conflicts. 3. Finance Administration

• Maintain, oversee and administer accurate accounts information and weekly financial transactions on the centres finance Systems e.g Spreadsheets and Quickbooks. Work with Regional Treasurer and/or Conference Treasurer on updating Agresso. • Keep records of all invoices, income and expenditure • Manage petty cash • Ensure debtors pay on time • Update spreadsheets to record all daily and monthly transactions. • Prepare Monthly Bank Reconciliations • Support management to prepare the accounts for the annual audit. 4. Programme Administration

• Provide administration for all programmes, classes and workshops in the centre. o Advertise and promote classes in advance of each term. o Organise a registration day prior to the start of term for all adult classes while supporting tutors\volunteers and members of various classes throughout the term. o Oversee the schedule of classes in the centre on the room scheduling system ensuring class set up as required. o Database administration - Update the salesforce database systems to ensure they continue to meet the needs of the centre in relation to reporting for programmes, classes, workshops etc. 5. Volunteer Recruitment

• Oversee the recruitment, training and support of volunteers in line with the SVP Volunteer Policy and Safeguarding Policy and Procedure. This includes: o Liaise with the centre coordinators regarding their volunteer needs. o Liaise with SVP, Schools, Colleges and Volunteer Centres advertising roles in the centre. o Oversee and implement the volunteer training programme, scheduling training as required. o Respond to volunteer enquiries and escalate as appropriate. • Maintain the Volunteer Database, processing volunteer applications and ensure data is updated on a regular basis on the CRM 6. Safeguarding • Implement required safeguarding practices, following SVP Safeguarding policies and procedures. • To report to the Designated Liaison Person in the centre any concerns you have regarding the safeguarding of people in the centre. • Maintain an awareness of best practices in safeguarding children and adults. • Engage in the annual safeguarding risk assessment and review procedure in the centre. 7. Health & Safety

• Always promote and practice good health and safety awareness in the centre. • Keep a log of emergency lighting, PAT Testing and Periodic Service Inspection, testing of Fire Extinguishers and file records of certifications. • Keep a log of security services systems checks and fire systems and fire drills • Identify and report hazards in the workplace to the Manager. • Complete mandatory health and safety & fire training in the workplace. 8. General

• Support the Centre Manager in the review of policies and procedures on an annual basis. • Work with other staff as part of a team, promoting a team work ethic, always overseeing and ensuring clear communication systems. • Undertake relevant duties allocated by the Centre Manager. 5. CHALLENGES There are several challenges in this role, largely determined by the scale, complexity, voluntary nature and high levels of local autonomy with the Society. • Acceptance of the dynamic of a complex, national, membership organisation and an understanding of how this both contributes to and constrains the work. • Influencing others not under direct authority. 6. OTHER INFORMATION In addition to the duties and responsibilities listed above, the job holder may be required from time to time to perform other duties as deemed reasonable and necessary by the employer. The job holder may also be required from time to time to work or attend training/meetings at another location. As much notice as is reasonably practicable will be given of any such requirement/ change. The Society is committed to the Right to Disconnect Code of Practice which applies to all employees irrespective of where they work, be that office, service, home or other remote location, or their working pattern, either core, shift, or flexible hours. Given the nature of our organisation, employees may request or be required, depending on their role and agreement of management, to work in a more flexible manner and occasionally outside of their normal/standard working hours. Certain roles by their nature may have a requirement to work evenings or weekends and may be on a shift pattern (as detailed in the written particulars of employment), others may be required to attend evening or weekend meetings with members or may be subject to annual peaks and troughs in the workload. These are usually normal, expected, and foreseeable work-related requirements and staff should ensure that they receive the required breaks and compensatory leave as detailed in the Society’s Time off in Lieu policy. Employees are responsible for notifying their manager in writing of any statutory rest period or break to which they are entitled to and were not able to avail of on a particular occasion and the reason for not availing of such rest period or break within one week. 7. EDUCATION, KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL Qualifications: • Candidate to be educated to Leaving Certificate level or equivalent is essential. • Further education in office administration or relevant 3rd level education would be beneficial.

Experience: • At least 2 years experience of office administration is essential. • Experience in account administration is essential. • Experience of dealing directly with the public in a support setting is essential. • Experience of working in a similar environment would be an advantage. • Experience of the voluntary sector would be an advantage.

Knowledge, Skills and Aptitudes: • An ability to multi-task, with excellent organisational and time management skills. • Strong communication and interpersonal skills . • Strong knowledge of MS Excel (creating spreadsheets and using financial excel functions). • Knowledge of working with accounts packages, ideally Quickbooks and Agresso • Knowledge of working with databases e.g. CRM and Salesforce • An ability to work on his/her own initiative. • An understanding and interest in community development and social inclusion issues. • A team player with an ability to prioritise tasks and to work well under pressure. • An ability to be detail-orientated, proactive, supportive and adaptable.

The person must also demonstrate the following personal attributes: • Be honest and trustworthy • Be respectful • Be resilient and determined • Process cultural awareness and sensitivity • Flexible and enthusiastic and resourceful • Enjoy being part of progressive and energetic team. Salary: €17.02 per hour/ €30,976.40 per annum