Programme Support Officer

The person appointed will provide coordination support to the Volunteer and Club Programmes in the region to ensure the needs of each Programme is met.  This will involve supporting the recruitment, training and assignment of motivated and trained volunteers to clubs, teams and events.  The person will also liaise with clubs on a regular basis, following up on information, paperwork due, scheduling meetings and generally updating information in the organisation’s membership database.  The person appointed will support and work in conjunction with the Regional Development Officers within the Special Olympics Ulster region.

The role may involve evening and weekend work.

Duties and Responsibilities: 

• Managing and addressing incoming calls/ emails from clubs and volunteers, directing them to the appropriate person where appropriate.

• Manage, process and ensure the completion of all relevant materials and actions in the registration of new athletes to the Programme.

• Support the Regional Development officers in monitoring, tracking & assisting in the resolution of club matters or needs that arise in clubs.

• Provide support to current Special Olympics Programme projects as needed, in line with the prevailing Strategic Plan 2016- 2020

• Assist the Regional Development Officers in the delivery of the Volunteer and Club Programmes within the region.

• Undertake general administrative duties such as, for example, the preparation of paperwork and presentations, filing, photocopying, management of diaries/calendars in relation to meetings and the required paperwork for these.

• Maintain up to date manual and computerised files on a daily basis and provide reports as requested, ensuring accuracy, integrity, comprehensiveness and timeliness.

• Assist in the recruitment, training and assignment of volunteers to play an active role in the planning, development and roll out of key projects.

• Assist in the coordination, scheduling and completion of tasks undertaken by volunteers in the Volunteer Support Centre within the regional office.

• Liaise and work with staff, committees and volunteers in the planning and implementation of Volunteer and Club Programmes.

• Undertake any other assignments as may reasonably be requested by the Regional Director from time to time. 

   This job description is not to be regarded as exclusive or exhaustive.  It is intended as an outline indication of the areas of activity and will be amended in the light of the changing environment within Special Olympics Ireland.

   Person Specification

 Applicants must clearly demonstrate on their application how they meet the following criteria:

 Note:  Information will be obtained from candidate’s application form and from questions asked at interview.  Only those applicants who   state clearly on their application form that they have the required level of qualifications, experience and circumstances will be shortlisted  to the next stage of the recruitment process.

  QUALIFICATIONS

Desirable

• Third level qualification

  EXPERIENCE

 Essential

• Minimum of one year’s experience in a Customer Service/Reception/Administrative role.

 Desirable

• Prior experience working in a relevant sector, e.g. voluntary, sports, leisure & recreation

• Prior experience of working with volunteers

 KNOWLEDGE

 Desirable

• Understanding of how a community club might operate

 SKILLS AND ABILITIES

 Essential

• Excellent communication and organisation skills

• Ability to work as part of a team and also on one’s own initiative

• Ability to prioritize in order to meet deadlines and timescales

• Strong interpersonal skills

• A strong eye for detail

 TECHNICAL COMPETENCIES

 IT Skills

 Essential

•  Is competent in use of MS Word, Excel and Outlook and can access documents on a server system and on the web

 Desirable

• An understanding and a comfort with working with databases in your daily routine

• Prior experience pulling reports as requested

 Communication

 Essential

• Excellent level of competency in written and verbal communication skills including a very good telephone manner

 Analysis & Problem-Solving

 Essential

• Ability to identify, analyse and solve problems

 CORE COMPETENCIES

 Essential

• Ability to promote swift and effective achievement of tasks and goals

• Development and management of relationships and partnerships to further organisational success

 OTHER REQUIREMENTS

 Essential

 Successful candidate must be prepared to:

• Work a 35 hour week over a seven-day period

• Work evenings and weekends as required depending on the needs of the role

• Be prepared to travel frequently as part of the role

• Be prepared to provide Special Olympics Ireland with personal information on the appropriate form for the purpose of conducting a background security check

• A current full clean driving licence, or, in the case of an applicant who declares that they have a disability which debars them from driving, access to a form of transport which will permit the post holder to meet the post requirements in full

• Own car or access to a car that enables individual to meet the requirements of the post in full

• Be prepared to travel frequently as part of the role

• Be prepared to provide Special Olympics Ireland with permission to provide personal information to Access Northern Ireland (if successful candidate is a resident of the Northern Ireland) and/or to the Garda Síochána (if successful candidate is a resident of the Republic of Ireland) for the purpose of conducting a background security check

All applicants are to complete the application form and email to  - [email protected] , along with  a CV and cover letter.

https://www.communityni.org/sites/default/files/job_files/programme_support_officer_application_form_template_-_special_olympics_ireland_2017_003_0.docx