Receptionist/Administration Assistant (Part-Time)
Irish Girl Guides CLG are looking to recruit a new part-time Receptionist/Administration Assistant. IGG’s mission is to enable girls and young women to develop to their fullest potential as responsible citizens of the world. This is achieved by the volunteer leaders running a non-formal educational programme with 560 units across all counties in the Republic of Ireland. The organisation has charitable status and staff work with the volunteers to ensure IGG is compliant with all relevant legislation and best practice in the youth and charity sector.
Reception:
- You are the first point of contact. Answering the telephone and front door in a friendly and welcoming manner, ensuring there is telephone coverage when away from desk for significant lengths of time including lunch.
- Managing any general enquiries by telephone, post, in person or by email
- Scheduling meeting room bookings in National Office, updating shared calendar, preparing rooms, sending keys/instructions etc.
Volunteer Support including event support:
- Liaison between parent or potential volunteer and appropriate Regional Development Officer (RDO) regarding new membership. Update market research data
- Preparation and posting / courier of new Leader packs, Unit Helper application forms, and other such IGG paperwork as required by members.
- Preparation support for Regions, Branches and Committees as required for events including collation of materials, invitations and supporting queries.
Proficient on Online Guide Manager (OGM, CRM tool):
- IT proficient, supporting enquiries from volunteer leaders on our CRM Tool, OGM, and supporting any issues that may arise.
- Support the completion of our annual membership process (Census) through preparing address labels, envelopes, finance support and responding to queries.
General Admin & Event Support:
- Forwarding or scanning post to other staff and volunteers
- Packing, franking, and logging outgoing post and distribution of incoming post and liaising with DC for larger couriered items for events and as required.
- Providing Branches, Regions and other committees support with mail outs and other admin related requests.
- Responsible for filing insurance/incident forms received from Unit Leaders and any follow up required.
- Liaising closely with the Gaisce Co-ordinator regarding Gaisce applications received
- Distributing to customers, Click & Collect items and liaising with Distribution Centre staff on same.
Other duties:
- To carry out any other duties as may be assigned by the CEO or Operations Coordinator from time to time.
- To attend training sessions and staff days as required
- To participate actively in Support and Supervision sessions as well as the annual appraisal and planning process
Person Specification
- Excellent written and verbal communications skills.
- Excellent interpersonal skills and the ability to liaise effectively and confidently at all levels internally and externally.
- Knowledge of Microsoft Office, Teams, and an overall competency in IT.
- Be enthusiastic, friendly, and keen to learn new skills with a positive attitude.
- Strong organisational skills and good time management.
- Proven ability to maintain confidentiality and discretion.
- Ability to juggle tasks and hit deadlines.
- Self-Motivated and ability to work within a Team.
- Attention to detail, conscientious and have an ability to work on your own initiative.
- Experience of volunteering or working with volunteers an advantage.
Conditions
This contract is initially for one year, with a six-month probationary period. This post is a part time position (14.5 hrs), two days per week from 9am – 5pm.
The rate of pay is €12.50 per hour with 21 days holidays pro rata (and 5 additional pro rata days of office closure between Easter and Christmas).
Application
Please email a cover letter and CV with contact details of two referees to Karina Early at oc@irishgirlguides.ie by the 19 May.
