Regional Co-Ordinator
PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES HOW ACHIEVED 1. Support for Regional President, Regional Board and Regional Council. • Provide support to the Regional President to enable the core work of Regional and Area Presidents, and through them our Conferences and Members. • Meet regularly with the Regional President by way of updating on Region’s activities. • Attend Regional Meetings as required. • Keep the Regional President informed of developments within the Region and bypresenting reports on the works, membership and finances of the Region in preparation for Board and Regional Council meetings. • Liaison with Area Presidents and Area Councils. 2. Area Development
• Assume responsibility for the support of Membersthroughout the Region utilising the MSO resource. • Provide advice to Area Presidents/Membership Support Officer to draft and implement their area plans.
• Ensure the provision of management information for both Regional and National needs. • Liaise with Membership Support Officer/Trainer on membership needs, including the training needs of Members in the Region. • Provide advice to Area Presidents in Conference development, opening new Conferences, facilitating the closing of existing Conferences, amalgamating Conferences, altering activities and / or areas of geographical responsibility. • Advise on SVP policy in relation to capital projects and assist in the preparation of proposals to both Regional Councils and National Management Council. 3. Client Engagement and Information Management • Ensure that those who seek our assistance are engaged with in a friendly and efficient manner. • Ensure that all necessary information is taken and passed on to the relevant Conference in an accurate and timely fashion.
• Gather, record,store, distribute and dispose of data/documentation in line with SVP's Data Protection Policy and GDPR. • Maximise the use of the SVP CRM within the Regional Office - data inputting, regular data and report generation. 4. Development of work of Society in the Region • Support the Region in the implementation and co-ordination of any new initiatives • Liaise with Co-Ordinator’s from other SVP Regions and work jointly, where appropriate 5. Property/Projects
• Ensure those involved for all projects are aware of the relevant SVP policy. • Co-ordinate reports needed by Regional President in relation to all Special Works working with Special Works Regional Managers, where applicable. • Maintain schedule of properties and advise regional board of any acquisitions, disposals, or other property related issues e.g. vesting of properties. • Collating insurance details of all regional properties and advising the Regional Board of any insurance related issues, such as renewal dates, potential /pending claims, etc. • Maintain file on all legal matters within the Region and liaise with the appropriate section in National Office, as required. 6. Role re Members: Provide direction and support for the overall work of the Membership Support Officer (M.S.O.) • Provide oversight of M.S.O. activity to ensure alignment with both National and Regional requirements. Oversee the production of monthly membership reports for both Regional and National needs. • Liaise with the Regional Training CoOrdinator and Membership Support Officer to devise the regional training calendar to ensure adequate resources available/work planning. • Ensuring appropriate and timely communications with Members. • Support for training / recruitment initiatives.
• Ensure the promotion of the Society through the newsletter, bulletin and website as required.
• Ensure all queries are responded to in a timely and appropriate manner.
• Ensure the dissemination of Society • literature. membership reports for both Regional and National needs. 7. Support the implementation within the Region of all relevant SVP Policies and Procedures • Be familiar with all relevant Policies and Procedures. • Advise Region on changes to any Policies and Procedures. • Provide regular communication with key personnel at National Office/Shared Service. • Report all breaches of SVP policy to relevant Officer Holder / Function Head immediately. 8. Fundraising
• Ensure adequate resources to process the receipt of all regional donations in a timely and appropriate manner. • Support the Regional Board in the implementation of the National Fundraising Strategy on a Regional basis. • Participate in national fundraising initiatives in liaison with National Head of Fundraising. • Provide support on established regional fundraising events. • Maintain and encourage CHY3 Scheme. 9. Social Justice and Policy
• Ensure that procedures are in place for the collection of relevant information relating to calls for assistance to the Region via the CRM system. Liaise with National Social Justice team as required. 10. Finance and IT
• Work closely with the Regional Treasurer and Regional Accountant to ensure that management, annual and audit accounts are produced in line with SVP policies, legal requirements and best practice. • Review of the annual reports of Conferences and Area Councils to ensure accuracy and completeness, liaising with Conference Treasurersto ensure that these reports are submitted in accordance with national deadlines, annual reconciliation of regional inter-conference transactions, and year end balances. • Assisting National Office/Shared Service with annual National Audit process and liaising with Conferences on specific issues arising from this process. • Assisting the Regional President, Regional Treasurer and Regional Accountant in the preparation of Annual Regional budgets and submission to National Office in accordance with National deadlines. • Assisting with arrangement of internal / external Conference audits, asrequired. • Assist Regional Board in relation to government grants and service level agreements. • Payroll and authorisation for immediate reports. • Pension administration forimmediate reports – new entrants and leavers. • Ensure banking, EFT, cheque runs, lodging and acknowledgment/receipts, asrequired. • Assist with financial training and support. • Ensure all accountsinputted on Agresso System. • Work with Regional Accountant to ensure all financial transactions are adhering to policy and all reporting requirements are met. 11. Line Management and Day to Day Regional Office Operational Responsibilities Day to Day line management/Performance of Regional Office staff and other staff as appropriate. • Liaise with Senior HR BP on employment related matters. • Support for recruitment of Regional Office staff in conjunction with Senior HR BP. 12. Communication
• In the absence of Regional President / PR Spokesperson, or a suitable Member, provide support in relation to media enquiries / interviews on radio and TV. • In the absence of suitable office holder, represent SVP on statutory / non-statutory groups, as required. 13. GDPR
• As the senior staff member in the Region, deliver the role of Data Champion, liaising with the National Manager to ensure that GDPR policies/procedures are implemented, that staff receive ongoing training and upskilling, etc. 14. Safeguarding
• To carry out the role of Designated Liaison Person on behalf of the Region. Taking calls from Members in relation to child protection/welfare and vulnerable adult concerns, giving advice, making referral to TUSLA and other relevant statutory bodies, etc. 15. To continually reassess the operational risks inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices and any impact of management restructures / new technology • By addressing any areas of concern, in conjunction with Line Manager. • To undertake other duties appropriate to the post, which may evolve as the role progresses. Such tasks may include conflict resolution, dealing with, or facilitating, the resolution of complaints.
CHALLENGES There are a number of 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. EDUCATION, KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL EDUCATION • The Job holder should ideally be educated to Degree level, or equivalent, in a business, management in the voluntary sector / administration / financial /people related services or related field
KNOWLEDGE • A knowledge and appreciation of the Society, its ethos, mission and values. • Knowledge of needs and issues of the poor and disadvantaged. • An affinity for the work of volunteers and an understanding of the dynamics of Volunteer Led Organisations
EXPERIENCE • At least 5 years management / administrative experience, ideally some of which will have been gained in the community / voluntary sector. • Experience of managing others and building teams. • Change management experience.
SKILLS • Excellent communication and interpersonal skills, both written and verbal, in individual and group situations in a professional manner. • Good group facilitation skills/experience • Good understanding of budgeting and finance related matters • Ability to anticipate challenges and put appropriate plans in place • Excellent organisation skills. • Proficient in IT – MS Word, Excel, PowerPoint, CRM system. • Ability to work on own initiative, and as part of a team. • A positive outlook, with resilience and persistence in the face of barriers and setbacks. • An ability to establish and foster excellent working relationships with many different people across different functions and locations. • Project management skills. • An ability to write reports in a clear, concise and structured manner. • An ability to display empathy, patience and a well-developed sense of humour.
The person must also demonstrate the following personal attributes: • be honest and trustworthy. • be respectful. • possess cultural awareness and sensitivity. • be flexible. • demonstrate sound work ethics. Salary: €68,595.66 per annum
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