About The Wheel 

The Wheel is Ireland’s national association of community and voluntary organisations, charities and social enterprises. As a representative voice, we provide leadership to the charity and community sector and we advocate on behalf of our growing community of members. As a supportive resource, we offer advice, training and other opportunities to people working or volunteering in the charity and community sector. 

Learn more about who we are and what we do https://www.wheel.ie/about-us

The Opportunity 

An exciting opportunity has arisen for an enthusiastic professional to join The Wheel’s energetic team. This role will support the internal operations of The Wheel and provide support to members of The Wheel, and the wider community and voluntary sector. 

The post holder will work closely with the Senior Operations Manager and wider staff team.

The successful candidate will maintain a positive and responsive attitude towards collaborative working that encourages the best from, and supports the efforts of others.

Role & Responsibilities

Member Support 

• Be the first point of contact for members needing advice and support 
• Manage the office phone lines, responding & recording in our CRM system, Salesforce, as required
• Update the CRM system where necessary in relation to updates/query tracking etc.
• Direct member queries to the relevant staff members
• Update Salesforce campaigns to capture event attendee details
• Publish jobs on The Wheel website

Office Management 

• Manage all deliveries effectively
• Co-ordinate the post to and from the office
• Manage the purchase of office supplies and ensure cost efficiencies in relation to office running costs, where relevant

Meetings and Events 

• When there are face-to-face meetings in the office, coordinate these meetings, as requested
• Organise room bookings with our landlord, room set up, teas & coffees
• Set up any tech required
• Greet visitors, clear the room after the meeting and anything else that may be required
• Assist in the organisation of staff in-person days

Other

• Provide project support to various projects The Wheel is involved in
• Provide Admin support to the CEO on a weekly basis
• Provide HR Admin support as required
• Provide general admin support for the Senior Operations Manager/ Directors as required.
• Carry out such other duties and or projects as the Senior Operations Manager or the Director of Finance may determine
• To actively protect The Wheel’s integrity through honesty, sincerity and service to its members whilst promoting nationally the benefits of association with The Wheel

Person Specification

Desirable Experience:

• At least two years relevant experience in an administration/coordination role, handling customer services such as answering queries and responding to requests. 
• Practical experience and understanding of working with standard office-based software and office equipment
• Experience of a CRM system (Salesforce in particular is desirable but not essential)

Desirable Skills: 

• Excellent administrative and organisational skills
• Given the level of incoming and outgoing phone calls associated with the role, a professional, courteous and confident phone manner is required 
• An exceptionally strong ‘customer service’ orientation
• Ability to prioritise and manage time according to deadlines
• Strong attention to detail
• Positive and pro-active approach to role
• Good capability with excel spreadsheets and managing details and files that are numerical in focus 
• Must be capable of working as a team player, be highly motivated, enthusiastic and capable of using their initiative
• Good written communication skills

Special Requirements:

• Commitment to, and understanding of, working within a voluntary organisation in an inclusive manner.
• Sound judgement and an ability to make someone on the phone (or in person) feel that they have been provided with all that they needed 

Terms and Conditions

This is a full-time permanent position with The Wheel.

The Wheel is currently working a Hybrid Working Pilot and hybrid working is available to all employees.  With this role, there will be a requirement to work from the office at least 3 days every week. 

The Wheel has a salary-band framework. The annual gross salary for this role will be in the lower quartile of the range for the Officer level posts within the Wheel. The current range is €33,879-€45,837. The amount will depend on the knowledge and experience of the person who occupies the role. This contract is for a 36-hour week and salary is payable monthly in arrears. 

Other benefits include:

• A 6% employer contribution to a company contributory pension scheme (subject to a 4% employee contribution)
• Annual Leave of 21 days
• Closure of the office on Good Friday, Christmas Eve and the Christmas / New Year period which comes addition to annual leave entitlement
• Death in Service benefit of four times the salary
• The Wheel’s Time Off in Lieu (TOIL) policy applies to this position. 
• Further Education / Training investment programme
• Travel (bike-to-work schemes/tax-saver commuter tickets)

The Wheel uses a Behavioural Competency Framework as a key cornerstone of its performance management processes. The priority behavioural competences identified for this role are: 

Collaborative Working:

Co-operates with others and participates outside of own work area, seeks to understand fully the work of the organisation, and willingly offers support where needed. Creates a friendly work environment where any conflicts can be resolved amicably.

Open Communications:

Listens attentively, speaks clearly and to the point, and responds positively to questions. Uses relevant building/linking to improve on what has been said.

Positivity:

Displays an affirming outlook and ensures that commitments are kept.  Tackles difficulties with good humour and purpose, willing to give time and energy to completing work.

Adaptability:

Understands, accepts and adapts to change quickly, finding new ways of working while continuing to be productive and effective; Responds with enthusiasm & communicates clearly. 

The Behavioural Competency Framework is available on request and is given to all new recruits.

A complete list of all the terms and conditions will be made available to the candidate offered the role through The Wheel’s Staff Handbook. The Wheel is an equal-opportunity employer.