Summary of the role
The Administration Assistant will provide administrative support to a range of functions across the organisation. This role requires an organised, proactive individual with strong communication and administration skills. The role reports to the CEO and is a hands-on, cross-functional post suited to someone comfortable moving between different types of task within a small team.
Responsibilities of the role
General Office Administration
- Act as first point of contact for phone, email and post enquiries, directing them appropriately.
- Maintain office filing systems (digital and hard copy).
- Support basic financial administration, such as logging invoices and expenses.
- Maintain the organisation’s database(s), ensuring records are accurate, complete and kept up to date.
- Provide administrative support for Board and committee meetings (e.g. scheduling, circulating papers prepared).
Support Services Administration
- Provide administrative support for referral pathways, helping to log and track enquiries from families, hospitals, partners and healthcare professionals.
- Support the team with scheduling and administration for services.
- Maintain accurate, confidential family records in line with data protection requirements and Hand in Hand’s policies and procedures.
- Assist with collating basic service activity data for reporting.
Fundraising & Communications Administration
- Provide administrative support to the Fundraising & Communications team, such as maintaining donor/supporter and partnership records.
- Support the scheduling and logistics of fundraising and awareness events.
- Assist with preparing and scheduling routine social media and email content.
- Support administration of funder and donor acknowledgements and thank-you correspondence.
Other
- Act as Garda Vetting Clerk User/Liaison, assisting with the processing of vetting applications and answering queries
- Any other reasonable duties as may be required from time to time, commensurate with the role and agreed with the CEO.
Requirements
Desirable Skills and Experience
- Proven experience in an administrative support role.
- Excellent organisational skills and attention to detail.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and Microsoft Teams, or equivalent.
- Ability to work independently, manage own workload and move comfortably between different types of task within a short working week.
- Experience working in the charity, non-profit or healthcare sector.
- Experience with CRM, donor management or fundraising database systems.
- Familiarity with social media platforms and basic content creation for organisational communications.
- Experience supporting Board or committee administration.
- Ability to prioritise and multi-task under pressure.
- Professional and courteous manner.
- Strong team player.
Attitude
- Commitment to the values and mission of Hand in Hand.
- Flexibility and adaptability.
- Commitment to ongoing professional development.
Terms and Conditions
- This is a part-time position of 3 days (22.5 hours) per week.
- A probationary period of 6 months applies.
- Annual leave entitlement is 15 days per annum, in addition to public holiday entitlements.
- This role will be flexible in line with Hand in Hand’s current hybrid working model – requiring office-based work and some remote work.
- Access to a Personal Retirement Savings Account (PRSA) will be provided, with a matched employer contribution, following successful completion of the probationary period.
- The post holder will undertake training on Children First (Tusla e-learning programme) and abide at all times by this and by Hand in Hand’s policies on child protection and welfare.
- Garda Vetting is required for this role.
Hand in Hand believes in the value of a diverse workforce and encourages applications from people from all ethnic, cultural, religious, and social backgrounds.
Placeholder
Hand in Hand is a national children’s cancer charity providing practical and emotional support to families affected by a childhood cancer diagnosis.
Our mission is to ease the stress and anxiety that accompany a childhood cancer diagnosis by delivering practical help and emotional support, allowing families to focus on what matters most: their child’s wellbeing.
Placeholder
Interested candidates should submit a CV and cover letter by email to Mark Dwyer at [email protected]