RCNI Administrator Job Vacancy

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Job Title:                                RCNI Administrator

Location:                                National Office, Dublin City Centre

Responsible to:                      RCNI Executive officer

Part time:                               3 days per week

Salary:                                    HSE Clerical grade IV €25,752 – 42,891

This post is funding dependent

Enquiries to director@rcni.ie

Post cover letter and cv to:

Cliona Saidlear

RCNI

30 Merrion Sq.

Dublin 2

 

Closing date: 30th May 2016

Interviews will be held the week of the 13th of June

 

RCNI is the specialist sexual violence institution charged with a strategic role in creating change towards ending sexual violence in Ireland, improving responses to survivors of crime and holding perpetrators to account. We are owned and governed by our member Rape Crisis Centers.

Introduction

The purpose of the Administrator post is to ensure the smooth running of the national office by undertaking administrative and financial duties, and to work as a member of the RCNI staff team towards achieving the aims and objectives of the organization

Summary of Main Responsibilities

  • Public Relations
  • Maintenance of the office
  • Maintenance of information systems
  • Provision of administrative support
  • Providing administrative and financial support to RCNI programmes
  • Monitoring finance and budget preparation
  • Participation in RCNI team meetings
  • RCNI Registrar.

Duties

  1. Public Relations
  • Ensure that all incoming communications are processed
  • Ensure that requests from member groups are received and dealt with directly, or passed on to the appropriate member of staff.
  1. Maintenance of the office
  • Maintain of the office equipment
  • Monitor and order materials, office goods and services
  • Ensure that incoming mail is received, sorted and distributed and outgoing mail is prepared for dispatch
  • Manage day to day running of office, including Health & Safety premises issues.
  1. Maintenance of information systems
  • Support accessible systems for information storage and retrieval and ensure that staff can use them
  • Co-maintenance  and updating of RCNI website with team
  • Maintenance of a Sectoral database of contacts
  • Assist in maintenance of RCNI Programmes
  • Maintain Registrar of RCNI Trained and Accredited Counsellors.
  1. Provision of administrative support
  • Contribute to fundraising activities through the development of budget proposals
  • Assist with the co-ordination of the Annual Report
  • Circulate papers for meetings and other documentation to members, within agreed time frames
  • Keep records of membership, Board of Management members, advisors, and ensure the organization’s legal documentation is maintained and various registration obligations are up to date
  • Assist with event management of RCNI events, including public meetings, conferences, training events, AGM, committees
  • Assist with booking of accommodation and venues board meetings and events.
  1. Monitoring finance and budget preparation
  • Implement systems for monitoring and recording petty cash and cheque payments
  • Reconcile incoming invoices, make payments and issue receipts
  • Prepare bank transactions and reconciliations
  • Process salary and expenses payments
  • Prepare cash flow and financial projection charts
  • Prepare all RCNI accounts for annual audit purposes
  • With the Director, prepare budgets and budget monitoring reports on financial matters for the Board of Management.
  1. Participation in supervision and in RCNI team meetings
  • Write reports for and attend  supervision sessions with the Director
  • Participate in team meetings
  • Contribute to operational planning in the organisation.

Other Duties

  • Any other duties that from time to time may be appropriate

 

Person Specification

The successful candidate will be energetic, enthusiastic, co-operative and with a high level of professionalism and attention to detail and deadlines in their approach to their work

 

Essential elements

  • An appropriate third level qualification or equivalent experience in financial administration and information technology.
  • Excellent IT skills – excellent spreadsheet skills, website maintenance, MS Office Skills, database maintenance, knowledge of computerized financial systems (including sage) an advantage
  • Minimum 3 years experience of office administration and preparation of financial information for management purposes
  • The ability to collect, evaluate and interpret financial data, and present management accounting information in an appropriate format
  • The ability to use initiative to work methodically with minimum supervision, often under time pressure
  • The ability to prioritise workload, and at times assist in the administrative workload of other staff
  • Effective communication skills, particularly the ability to explain technical and financial information in an accessible way
  • A demonstrable understanding of the issues affecting women and children who have experienced violence in the home
  • A commitment to the ethos of the organization.

Desirable Elements

  • Evidence of professional bookkeeping technician level training or qualification