This person is responsible for the administrative needs of The Wheel office and membership programme and for ensuring these functions are carried out in a professional, effective and efficient manner.
The Wheel
Job Description
Position: Membership and Administration Officer
Office Base: Dublin
Report to: Corporate Services Manager
Overall purpose and level:This person is responsible for the administrative needs of The Wheel office and membership programme and for ensuring these functions are carried out in a professional, effective and efficient manner. The post holder will be directly reporting to the Corporate Services Manager but will be expected to provide general organisation-wide support to all other staff members.
Working Relationships:The post holder will develop and maintain positive professional relationships particularly with colleagues, community and voluntary organisations and the range of people and organisations with whom s/he is in contact via email, phone, in person etc.
S/he will work in a respectful, coordinated and integrated way with colleagues, and in such a way as to encourage the best from, and support the efforts of, others.
Main Responsibilities and Duties: The primary focus of the work is on the administrative needs of The Wheel office and membership programme.
Key responsibilities include:
- Membership programme
- Compile and administer membership packs to new members, input new member details into the database, implement system for invoicing and receipting of membership dues so that they are up to date.
- Maintain relationships with existing members to include circulation of communications, notices.
- Provide help desk support to members - respond or redirect queries.
Finance
- Income: manage and implement the system of processing payments for events, including issuing receipts. Record all income according to approved financial management procedures and lodge in accordance with procedures on a weekly basis.
- Expenditure: file all invoices systematically as they arrive in The Wheel office according to approved financial management procedures. Assist the Corporate Services Manager responsible for ensuring cheques are drafted and sent out, appropriately recorded and paperwork signed by the appropriate authorised signatories.
General Admin
- Maintain and develop all office systems necessary for the effective and efficient operation of The Wheel’s administrative functions including general secretarial duties, circulating post, answering phones, taking messages, filing, stationary.
- Ensure that the resource library is stocked.
- Implement procedures for opening and distribution of mail; recording staff holiday, attendance and sick-leave records; and ensuring files are complete and accurately maintained in administrative filing cabinets.
- Manage relationships with fulfilment house, printers and designers where appropriate.
Events
- Book appropriate venues, equipment and any other administrative support needed for the effective running of all events.
- Ensure that event registrations are correctly recorded and that participants are fully informed of event details.
- Prior to the event, make sure all event information is prepared and ready for the event.
- Organise the attendance and registration desk at the event, with the Corporate Services Manager.
- Ensure appropriate administrative follow up from all events takes place.
- Ensure all contact details are captured in Goldmine.
Data Entry
- Input new and updated data into the database, ensuring that all information is properly recorded.
- Assist with other data related projects.
General
- Carry out such other duties and or projects as the Corporate Services Manager may determine, consistent with the overall purpose of the post.
- To actively protect The Wheel’s integrity through honesty, sincerity and service to its members whilst promoting nationally the benefits of association with The Wheel.
Experience Required:
- At least three years relevant experience in an administration/coordination role.
- Practical experience and understanding of working with standard office-based software and office equipment.
- Two years in a customer/client service role in which answering queries, responding to requests was part of the daily work.
Skills Required:
- Outstanding administrative and organisational skills.
- Professional and courteous manner on the phone.
- Ability to prioritise and manage time according to deadlines.
- Excellent attention to detail.
- Ability to foresee problems that might occur with an event or other set of plans and procedure and ability to proactively seek and implement solutions before problems arise.
- Good capability with excel spreadsheets and managing details and files that are numerical in focus.
- Must be capable of working as a team player, be highly motivated, enthusiastic and capable of using their initiative.
- Good written communication skills.
Special Requirements:
- Commitment to, and understanding of, working within a voluntary organisation in an inclusive manner.
- Sound judgement and an ability to make someone on the phone (or in person) feel that they have been provided with all that they needed.
- High motivation, positive disposition and flexible attitude in response to organisational change and development.
Application form available on The Wheel website www.wheel.ie
