Administrative Officer

1.     About The Wheel

The Wheel is Ireland’s national association of community and voluntary organisations, charities and social enterprises. We are a registered charity in Ireland and are unique in our role as a ‘one-stop-shop’ for anything related to the charity and non-profit sector.

‘Our Vision is a thriving community and voluntary sector at the heart of a fair, just and inclusive Ireland.’

We are an authoritative and trusted voice for the sector, and we are enthusiastically committed to transparency, accountability, and the highest standards of practice and governance. Together, we work to ensure that the sector is recognised and respected, adequately resourced and appropriately regulated.

Learn more about who we are here https://www.wheel.ie/

2.     The Opportunity

An exciting opportunity has arisen for a passionate and enthusiastic professional to join The Wheel’s Operations team. This role will support the internal operations of The Wheel and provide support to its members, and the wider Community and Voluntary sector

The Role

Position:                    Administrative Officer        

Location:                   Grantham St, Dublin 8, hybrid

The Wheel operates a hybrid work environment, with a blend of remote and in-person work. This role requires a minimum 2 days per week in our Dublin office

Note that only candidates based in and authorized to work in Ireland will be considered.

 Reporting to:            Senior Operations Manager         

ROLE PURPOSE & RELATIONSHIPS

This is a part -time role (3 days per week) and we are very happy to provide flexibility for the right candidate. The post holder will work closely with the other Administrative Officer, the Senior Operations Manager and wider staff team. 

The primary focus of the role will be to support all our internal operations as well as working on internal and external events.

The post-holder will work to provide support for colleagues across the entire staff team.

The post holder will also develop a positive working relationship with the CEO, providing admin support as required.

MAIN RESPONSIBLITIES AND DUTIES

The responsibilities include, but are not limited to the following:  

Member Support  

• Be the first point of contact for members needing advice and support

• Manage the office phone lines, responding & recording in our CRM system,  Salesforce, as required. 

• Full training on The Wheel’s systems will be provided

• Update Salesforce where necessary in relation to updates/query tracking etc.  

• Direct member queries to the relevant staff members 

• Update Salesforce to capture event attendee details

• Publish jobs and notices on The Wheel website

Office Management  

• Manage all deliveries effectively

• Co-ordinate the post to and from the office

• Manage the purchase of office supplies and ensure cost efficiencies in relation to office running costs, where relevant

 Meetings and Events  

• When there are in person, remote or hybrid meetings, coordinate these meetings, as requested

• Organise room bookings, room set up, teas & coffees

• Set up any tech required

• Greet visitors, clear the room after the meeting and anything else that may be required

• Assist in the organisation of staff in-person days

• Assist with and attend Wheel events, providing registration support, etc.

 Other  

• Provide Admin support to the CEO on a weekly basis

• Provide HR Admin support as required

• Provide general admin support for the Senior Operations Manager/ Directors as required

• Carry out such other duties and or projects as  reasonably assigned by the Senior Operations Manager or the Director of Finance

• 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

  PERSON SPECIFICATION

 Essential Criteria

• Excellent administrative and organisational skills. 

• Given the level of incoming and outgoing phone calls associated with the role, a professional, courteous and confident phone manner is required.  

• An exceptionally strong ‘customer service’ orientation, with the ability to make a person (on the phone or face to face) feel they have been provided with what they need. 

• Ability to prioritise and manage time according to deadlines. 

• Strong attention to detail. 

• Positive, flexible and pro-active approach to role. 

• Must be capable of working as a team player, be highly motivated, enthusiastic and capable of using their initiative. 

• Good written communication skills. 

1.     Behavioural Competencies

The Wheel uses a Behavioural Competency Framework as a key cornerstone of its performance management processes. The priority behavioural competencies identified for this role are:

Collaborative Working: 

Co-operates with others and participates outside of own work area, seeks to understand fully the work of the organisation, willingly offers support where needed. Creates a friendly work environment where any conflicts can be resolved amicably. 

Open Communications: 

Listens attentively, speaks clearly and to the point, and responds positively to questions. Uses relevant building/linking to improve on what has been said. 

Positivity: 

Displays an affirming outlook and ensures that commitments are kept.  Tackles difficulties with good humour and purpose, willing to give time and energy to completing work. 

Adaptability: 

Understands, accepts and adapts to change quickly, finding new ways of working while continuing to be productive and effective; Responds with enthusiasm & communicates clearly.   

2.     Key information about this role

This is a permanent position with The Wheel. The Wheel’s offices are currently located in Dublin 8. 

This contract is for 21-22.5 hour week, (depending on days worked), and salary is payable monthly in arrears.

The Wheel both offers and expects flexibility in terms of hours and location of work for a role such as this and the remuneration and benefits package offered reflects this.

This role requires the post holder to be in the office for a minimum of 2 days per week. During the probation period, this may be extended to 3 days per week.

The pay band for Officer level posts in The Wheel is €33,880- €45,837 

We anticipate that the salary for this role will be within the lower quartile of that band.

The Wheel offers the following benefits in addition to salary:

• Annual Leave of 21 days

• Closure of the office on Good Friday, Christmas Eve and the Christmas / New Year period which comes additional to annual leave entitlement

• The Wheel’s Time Off in Lieu (TOIL) policy applies to this position

• Access to our Employment Assistance Programme with HSF Assist

• Working hours 9-5:30pm Monday to Thursday and 9-4pm on Fridays

• A 6% employers' contribution to a company contributory pension scheme (subject to a 4% employee contribution) A lower contribution rate is also available. Membership of the pension is mandatory. 

• Death in Service benefit of four times salary

• Further Education / Training and learning investment programme

• Professional subscriptions (as applicable)

• Travel (bike-to-work schemes/tax saver commuter tickets)

• A ‘hybrid working pilot’.  Blended working will be available to all employees. Please note specific location requirements outline above.

• Travel expenses in line with our Travel and Expenses Policy

• Volunteering leave

• Fully paid Maternity/Paternity Leave subject to service requirements

 A complete list of all the terms and conditions will be made available to the candidate offered the role through The Wheel’s Staff Handbook.

Shortlisting will apply.