VITA HOUSE

JOB DESCRIPTION

Job Title:                                Administrator

Reporting Structure          Reports to the Director of Services, Vita House.

Liaises closely with the admin team especially the 2-day postholder, and with the clinical director.

Main Purpose of Job:     This is a critical support to the Director of Services.  The incumbent is the face of Vita House and frequently the first point of contact and exemplifies how Vita House responds to people.  The incumbent needs to be highly confidential and develop excellent relationships with the team and stakeholders.  Team work and versatility are essential in the role.

Duties & Responsibilities

  1. Provide administration support including assistance with funding applications and agreements, service level agreements, letters and reports, waiting list management, etc.
  2. Assist the Director of Services with communications amongst team members, the board, stakeholders, clients and the public generally, including publicity and promotion and development of the organisation.
  3. Develop and maintain excellent relationships with team members and other stakeholders.
  4. Provide the Director of Services, and any other team members where directed by the Director of Services, with secretarial and office support, including correspondence, email, room rental, allocation of rooms, diaries, support in running of the premises and grounds,
  5. Utilise IT systems such as salesforce and other databases and computer systems and social media, contact list development and curation; as required by the Director of Services.
  6. Be responsible for an allocated aspect of fund-raising events and achieve fund-raising targets in accordance with Vita House objectives and guidelines.
  7. Support the Director of Services with organising and running training courses, meetings, and other events, including course enrolments, arrangement of training facilities, communications with facilitators, prospective attendees and attendees, and other stakeholders. This includes the organising of feedback and evaluation, and compilation of ongoing statistics.
  8. Account for moneys raised and spent in a proper and transparent way, preparing reports as appropriate and as requested.
  9. Provide ongoing bookkeeping service, ensuring that all items have an appropriate paper trail, administer petty cash, invoicing and payments, lodgements, cheques and preparation of bank reconciliation statements.
  10. Attract and organise the support of volunteers.
  11. The above is a general outline of the duties and is not intended to be exhaustive as other duties may be added. A high level of flexibility, and a willingness and ability to develop new approaches to the work is part of the remit. As part of this environment and for purposes self-development, the incumbent is required to participate in ongoing training.
  12. Maintain the highest degree of confidentiality in relation to all matters.

TERMS & CONDITIONS INFORMATION

Remuneration

The salary for this role is paid at an hourly rate of €12.00 fortnightly in arrears by way of credit transfer .

Duration

This is a specific purpose post dependent upon cancer support funding for its duration.  The employment will terminate when there is insufficient funding as decided by the Director of Services, and the provisions of the Unfair Dismissals Acts 1977 to 2007 will not apply to such termination.

Hours of Work

This hours of the post are 30 hours per week part-time, Monday to Friday.  The hours will be rostered within the normal day with an unpaid break from 1pm-2pm, with variations in accordance with the needs of Vita House or clients, in consultation with the Director of Services.  Flexibility is a requirement in regard to the hours worked, and when and where they are worked, and the person may need to work some of the hours at a time suited to stakeholders and events such as occasional evenings or weekends.

Annual Leave

The annual leave entitlement for the post is 20 days per annum, pro-rata to the working week (fulltime is currently recognised as 37 hours per week), and is granted in accordance with the provisions of the Organisation of Working Time Act 1997.

Please note that generally Vita House is not open on Good Friday or Christmas Eve and accordingly the incumbent may wish to reserve some annual leave for those days.

Place of Work

The place of work is Vita House Family Centre, Roscommon Town.  The incumbent will be required to travel in the course of the work.

Other Benefits

There is a high emphasis on Training & Development and the successful person will be facilitate to attend training courses with access to mentoring on career development.

Method of Application

Please submit a cv and cover letter marked “Recruitment Section” via email or post.

Deadline

2 pm, Tuesday 19 September 2017

JOB DESCRIPTION

Job Title:                                Part-time 2-day Administrator

Reporting Structure          Reports to the Director of Services, Vita House.

Main Purpose of Job:     This is a critical support to the Director of Services.  The incumbent is the face of Vita House and frequently the first point of contact and exemplifies how Vita House responds to people.  The incumbent needs to be highly confidential and develop excellent relationships with the team and stakeholders.  Team work and Versatility are essential in the role.

Duties & Responsibilities

  1. Develop and maintain excellent relationships with team members and all other stakeholders and the community.
  2. Focus on fund-raising events and achieve fund-raising targets in accordance with Vita House objectives and guidelines.
  3. Account for moneys raised and spent in a proper and transparent way, preparing reports as appropriate and as requested.
  4. Organise and administrate the development of cancer support services under the guidance of the Director of Services and in collaboration with other team members and sub-committees.
  5. Raise awareness of cancer support services using a variety of methods for promotion and development including websites, social media and designing publicity material and events.
  6. Liaise with the community and various relevant bodies and networks for purposes of attracting support and sponsorship.
  7. Utilise IT systems such as salesforce and other databases and computer systems and social media, contact list development and curation, social media content, and publicity; as required by the Director of Services.
  8. Assist with organising and scheduling cancer support services to clients.
  9. Assist in any matters of administration and running the service as requested.
  10. Maintain the highest degree of confidentiality in relation to all matters.
  11. The above is a general outline of the duties and is not intended to be exhaustive as other duties may be added. A high level of flexibility, and a willingness and ability to develop new approaches to the work is part of the remit. As part of this environment and for purposes self-development, the incumbent is required to participate in ongoing training.

TERMS & CONDITIONS INFORMATION

Remuneration

The salary for this role is paid at an hourly rate of €12 fortnightly in arrears by way of credit transfer.

Duration

This is a specific purpose post dependent upon cancer support funding for its duration.  The employment will terminate when there is insufficient funding as decided by the Director of Services, and the provisions of the Unfair Dismissals Acts 1977 to 2007 will not apply to such termination.

Hours of Work

The hours of the post are 14 hours per week part-time, covering two days of the week, and the days are to be decided by the Director of Services at the end of the recruitment process.  The hours will be rostered within the normal day with an unpaid break from 1pm-2pm, with variations in accordance with the needs of Vita House or clients, in consultation with the Director of Services.  Flexibility is a requirement in regard to the hours worked, and when and where they are worked, and the person may need to work some of the hours at a time suited to stakeholders and events such as occasional evenings or weekends.

Annual Leave

The annual leave entitlement for the post is 20 days per annum, pro-rata to the working week (fulltime is currently recognised as 37 hours per week), and is granted in accordance with the provisions of the Organisation of Working Time Act 1997.

Please note that generally Vita House is not open on Good Friday or Christmas Eve and accordingly the incumbent may wish to reserve some annual leave for those days.

Place of Work

The place of work is Vita House Family Centre, Roscommon Town.  The incumbent will be required to travel in the course of the work.

Other Benefits

There is a high emphasis on Training & Development and the successful person will be facilitated to attend training courses with access to mentoring on career development.

Method of Application

Please submit a CV and cover letter in an envelope marked “Recruitment Section” via email or post.

Deadline

2pm, Tuesday 19 September 2017