Office Administrator - Professional Membership Union - Dublin, Ireland - Hybrid - €38,000
This Office Administrator role will provide administrative support to the Dublin based officials and the London based Head of Personnel & Administration. You will have excellent customer service and administrative skills, as well as accurate typing, minute taking, diary management, and an overall positive outlook being able to multi-task and deliver an excellent support service to colleagues and members.
SALARY ETC:
- €38,000 per annum
- Permanent, full-time, 32.5/hrs wk.
- Hybrid Working: Min. 3 office & 2 working from home (up to 5 days office, if required)
- Start: ASAP (happy to wait for the right person if they need to give notice)
- Dublin, Ireland
- Closing date: 18th September
REQUIREMENTS:
- Experience of working in a membership or customer facing organisation.
- Exceptional use of MS Office applications, including Word, Excel, Teams, PowerPoint, Outlook, Forms etc.
- Payroll experience, reconciliation of basic office accounts, experienced in preparing accounts.
- Fast and accurate touch typing
- Exceptional customer service skills and focus, and an excellent telephone manner
- Unflappable and sympathetic when faced with members in distressing situations
- Handling confidential information and difficult situations with calm and diplomacy
- Diary and travel management, Minute taking and audio, Effortless organisational skills
- Basic employment law, Health & Safety, General Data Protection Regulation
- A proactive approach to the working day, professional, friendly and team oriented when dealing with colleagues and members alike
DUTIES TO INCLUDE:
- In conjunction with the Secretary, ensure the smooth running of the administrative function of the Irish Office
- Negotiate office equipment service agreements
- Monthly preparation of the Irish Office payroll, including liaison with outsourced payroll company, uploading of pension contributions and related issues in liaison with the Head of Finance & Membership
- Monthly updates and reconciliation of accounts, Assistance to Irish Secretary on preparation of the annual budget submission. Banking of all member subscriptions received in Irish office
- Administrative support, alongside PA to Irish Secretary, to include minute taking, audio and touch typing and accurate electronic and paper filing as required.
- Attendance at meetings, preparation of any necessary documentation and correspondence.
- All aspects of the administration of the Irish Delegate Conference, including attendance and recording of decisions taken, and payment of expenses
- Arranging accommodation and travel for members and the Irish officials, where necessary, along with PA to the Irish Secretary
- Responsible for liaison with the Irish Congress of Trade Unions
- Work collegiately and remotely as part of the wider administrative staff team, as directed by the Head of Administration & Personnel
- Screening calls and emails to ensure that initial information is gathered and recorded to a point where it is possible to decide on the urgency and appropriate course of action relevant to the situation
- Requesting supporting documentation and any other relevant information that might be necessary to expedite the assistance that might be provided
- Sign-posting members to their local workplace representatives and branch officials
- Booking travel and arranging logistics as required
- Assisting with recruiting and retention efforts and events as required
- Provide administrative support to servicing officers, based in London and other offices, as directed by the Head of Administration & Personnel