Job Title: Office Manager

Location: Head Office, Reach Deaf Services

Contract duration: Permanent, subject to Garda Vetting & 6-month probation 

Salary: €40,000 - €45,000 per annum, dependent on experience

Job Purpose:

The Office Manager role will lead an admin team across all services and is responsible for overseeing the efficient management of administrative tasks, operations, rostering, and training coordination within the organization. This role aims to ensure seamless daily operations, effective staff rostering, and comprehensive training initiatives, contributing to the overall success and productivity of the organisation. Additionally, the Office Manager plays a key role in fostering a positive work environment and engaging company culture.

Become part of a dedicated team connected by a purpose to create an environment where every Deaf Child and Adult is empowered to live the life of their choice and has the best opportunity to be successful and independent through equal access.

Why work for us:

Reach Deaf Services is a not-for-profit organisation, providing services to the deaf community in Ireland and are currently recruiting for a Supported Living Services Manager.

• We offer a competitive salary
• Flexible working
• Generous employer pension
• 22 days annual leave and 3 grace days
• Learning and Development opportunities with a focus on personal and professional progression
• Free Parking
• A job with purpose, working as part of a diverse and inclusive team

Interviews for this position will take place week beginning 29th April 2024

Duties and Responsibilities:

The below contains the main outline of duties. Duties are likely to arise from time to time that do not fall within the below list.

Operations Management

• Manage day-to-day operations across the services to ensure the smooth functioning of the office.
• Coordinate with departments to facilitate effective communication and workflow.
• Identify and address operational inefficiencies.
• Lead and mentor a team of administrators, providing guidance and support.
• Delegate tasks effectively and monitor progress to ensure timely completion
• Foster a positive work environment conducive to collaboration and growth
• Develop strategies to enhance the administration department's capabilities and effectiveness
• Budgeting and expenditure management for the department and ad hoc projects.
• Oversee all administrative tasks, including filing, data entry, record keeping, and document management

Roster Management

• Overseeing the management of daily roster operations and ensure timely updates in the time and attendance system
• Ensure appropriate document support for staff absences, arrange cover, and update the Time and Attendance System and Community Support Managers accordingly.
• Ensure rostered staffs have relevant qualifications for safe service delivery at assigned locations.
• Coordinate with the On Duty Team for roster updates outside office hours, updating systems accordingly.
• Plan, monitor, and manage staff leave, ensuring adequate cover and adherence to procedures.
• Collaborate with HR and ISL Teaching Team for ISL training scheduling and communicate roster updates.
• Address Staff Time and Attendance queries, escalating as needed

Training Co-Ordination

• Collaborate with HR to develop the yearly mandatory training plan.
• Execute the training plan by booking trainers, locations, and allocating necessary staff.
• Arrange onsite training sessions and ensure roster cover.
• Maintain updated staff training records, addressing any issues with line managers.
• Provide support to the Operations Administrator during absences.
• Monitor staffing levels and flag any resource issues to HR.
• Promote ISL, Deaf culture, and unique communication styles.
• Undertake ad hoc administrative projects as required

Key Behaviours:

• Roster Management Experience
• Outstanding administrative and organisational skills
• Excellent communication, interpersonal, relationship building and influencing skills
• Demonstrated experience in delivering on projects
• Ability to prioritise and manage time according to deadlines
• Excellent attention to detail
• Ability to foresee problems that might occur with an event or other set of plans and procedure and ability to proactively seek and implement solutions before problems arise
• Proficient user of the Microsoft Office Suite
• 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.
• Commitment to learn Irish Sign Language
• High motivation, positive disposition, and flexible attitude in response to organisational change and development

Do you not meet every single requirement? Studies have shown that women and members of underrepresented groups are less likely to apply for jobs unless they meet all qualification criteria. At Reach Deaf Services, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience does not align perfectly with every requirement, we encourage you to apply anyway. You may be just the right candidate for this or other roles

Any interested applicants should forward their CV and a short covering letter stating their suitability for the role. Please email recruitment@reachdeafservices.ie by close of business 4:00pm on the 22nd April 2024.

If you require further details on this role, please contact me directly at KHarris@reachdeafservices.ie

All offers of employment with Reach Deaf Services may be subject to Garda Vetting.