Administrative and Financial Assistant
Title
Administrative and Financial Assistant
Reporting to
Deputy Director and when appointed Director of Operations, National Youth Council of Ireland.
Location
Currently remotely due to public health restrictions but will be NYCI, 3 Montague Street, Dublin 2.
Role and Purpose
The Administrative and Financial Assistant will provide effective, responsive and timely administrative support to the function areas within NYCI. In addition, the post will have responsibility for a number of key support services within the organisation including financial administration, maintenance of the database as well as general administrative duties.
Key Responsibilities
- Manage workflow assigned by others ensuring that deadlines are met, and work is completed correctly
- Provide administrative support to a range of functions within NYCI as directed by management, and see that work through to completion
- Generate memos, emails and reports when appropriate
- Responsible for STRIPE account / visa & PayPal data entry to accounts software
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Contribute to team effort in key events including conferences/launches/seminars as needed
- Respond Reply to email, telephone or face to face enquiries, questions and requests for information from NYCI members and others
- Answer incoming calls and assume other receptionist duties when needed
- Maintain NYCI’s training website
- Maintain NYCI’s database and contact lists
- Maintain the organisations cloud-based filing system
- Book travel arrangements whilst ensuring best value
- Monitor all invoices and ensure they are appropriately authorised before passing for payment
- Issue membership and training invoices in a timely manner
- Ensure that all of the administration of the AGM is carried out in a timely and efficient manner in accordance with the Constitution
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Book conference calls, rooms, taxis, couriers, hotels etc.
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings
- Coordinate office procedures
- Develop and update administrative systems to make them more efficient
- Maintain up-to-date attendance, sick leave and employee holiday records
- Any other tasks as requested by the Line Manager
Hours of Work
35 hours per week. 9am to 5pm Monday to Friday
Remuneration
Annual salary €32,648
Annual Leave
27 days
Contract Type
Permanent Full Time Contract (subject to satisfactory 6-month probationary period)
Notice Period
1 month
Equal Opportunities
The National Youth Council of Ireland has an equal opportunities policy. All employees and contractors are expected to develop an understanding of and commitment to equality of opportunities.
Starting Date
October 2021
Vetting
Posts in NYCI are potentially subject to Garda Vetting
Person Specification
Experience
Essential:
- Minimum of 5 years’ experience working in a similar busy, complex organisation
- Experience of managing databases
- Extensive knowledge of office management systems and procedures
- Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel
- Ability to analyse and revise operating practices to improve efficiency
- Detail-focused and comfortable working in a fast-paced office environment
- Exceptional communication skills
- Superior organisation skills and dedication to completing projects in a timely manner
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Strong organizational and planning skills
- Demonstrated capacity of building and maintaining relationships at all levels internally and externally.
Desirable:
- Knowledge of SAGE and leave planner systems
- Experience in planning events such as conferences, seminars and workshops.
Working Environment
Essential:
- Professional approach with initiative and drive, energy and enthusiasm, an ability to work independently, to think creatively and identify opportunities
- Be dependable and have an adaptable attitude to work
- Have a strong empathy and commitment to NYCI’s mission and vision statement and an appreciation of a membership organisation.
- Have a commitment to equality of opportunity
- Ability to be discreet and discern when confidentiality is required.
The National Youth Council of Ireland is a membership led, national umbrella organisation which represents and supports community, voluntary and not for profit youth organisations in Ireland. Founded in 1967, NYCI currently have 54 members across Ireland who represents the scope, scale and diversity of the youth work sector (www.youth.ie/members). At a conservative estimate, youth organisations influence the lives of almost 380,000 young people in every urban/rural community in Ireland.
NYCI uses our collective experience to act on issues that impact on young people. We provide a comprehensive range of advice, information and training programmes including:
- National Youth Health Programme
- National Youth Arts Programme
- Interculturalism and Equality Programme
- International Programme
- Development Education Programme
- UN Youth Delegate Programme
- Child Protection Programme
- STEAM in Youth Work Programme
- Youth Policy, Research, Media, and Communications
Additionally, we undertake advocacy with policy makers, legislators and funders on behalf of our membership to secure an appropriate political, legal and operational environment for youth work in Ireland.
NYCI works in partnership with other local, national and European organisations and institutions to deliver strong outcomes and results that positively impact and support young people in Ireland and internationally. The National Youth Council of Ireland is a registered charity and currently has 20 employees based in our Dublin office.
We believe that a fair and just society is one where young people are valued; where there is a commitment to justice; a belief in the interdependence of lives and a sense of solidarity that comes from people acting together; a strong commitment to freedom; and, a strong engagement with the ecological values of harmony and balance with nature.
Application Process:
Garda Vetting will be required for this role. NYCI is an Equal Opportunities Employer.