Daisyhouse Housing Association: Administration Officer

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Daisyhouse Housing Association Logo

JOB TITLE: Administration Officer

LOCATION: 368/370 South Circular Road, Dublin 8

JOB TYPE: Initial 12-month contract with possibility of extension, subject to funding

Hours: 25 hours per week- Flexible working hours which will be agreed with the successful candidate

ABOUT DAISYHOUSE HOUSING ASSOCIATION

Daisyhouse Housing Association is a 29-year-old, registered charity and Approved Housing Body supporting individuals out of homelessness. We do this through the provision of Supported Temporary Accommodation combined with uniquely tailored individual Personal Support Programmes to individuals who are homeless. We provide this service for an 18-month period so that they can break the cycle of homelessness and be empowered to move forward to independent, safe, sustainable living. We also provide a fully comprehensive resettlement programme.

POSITION IN ORGANISATION

Reporting to: Chief Executive Officer
Works as part of the Daisyhouse Housing Association staff team in their responsibility for the delivery of the strategy, operational plan, budget, overall performance of the charity. Work across all areas of the organisation including supporting fundraising and the support team.

MAIN PURPOSE OF JOB

Reporting to the CEO and working across a number of different teams, the administrator is responsible for providing administrative, office and financial management support to the organisation. This is a varied role requiring a high degree of organisational and team working skills. The role requires an ability to work on a variety of tasks and an ability to prioritise work on a daily basis.

KEY RESPONSIBILITIES

Office Management and Administrative Support-

  • Maintaining the day to day running of the office including answering the phone and redirecting of enquiry if necessary
  • Replying to all queries coming in by general email
  • Ensuring sufficient office supplies for all staff members
  • Providing administrative back up and support to the CEO and all other Daisyhouse staff
  • Taking minutes of meetings
  • Maintaining appropriate records and files
  • Collating data from all teams and preparing quarterly HAPM Report and assisting with any other necessary reports
  • Supporting fundraising personnel to ensure that accurate and up-to-date information is maintained on all in relevant databases (eTapestry) and filing systems.
  • Managing all contracts with service providers in conjunction with all staff especially maintenance and the CEO
  • Managing of all records under the Data Retention Policy
  • Undertake other duties as may be reasonably required from time to time.

Financial Management –

  • Maintaining accounts and liaising with Accountants in preparing Management Accounts and end of year Audited Accounts
  • Managing the day to day finances of Daisyhouse in conjunction with the CEO
  • Managing petty cash and credit card recording systems
  • Preparing of monthly reports for the CEO
  • Reviewing and checking financial returns submitted to funders including both statutory and non-statutory
  • Ensuring all bank accounts operate in accordance with accounting and ethical standards
  • Ensuring all financial procedures are carried out in full compliance with Legislative and Revenue Regulation
  • Ensuring that all clients are paying their rent and issuing of rent receipts in a timely manner
  • Supporting the support team to ensure that all clients are in receipt of rent supplement
  • Undertake other duties as may be reasonably required from time to time.

Other responsibilities -

  • Perform other duties and tasks, consistent with the skills and expertise, as required in non-routine circumstances.
  • Contribute to organisational processes of policy formulation.

General duties as a Daisyhouse Housing Association staff member -

  • Adhere to Daisyhouse Housing Association policies and procedures.
  • Treat all colleagues, clients, residents, tenants, volunteers, and members of the public with dignity.
  • Participate, as appropriate, in staff forums and meetings.
  • Carry out reasonable requests made that are within the broad remit of the role.

PERSON SPECIFICATION

Essential -

  • Relevant Qualification in Office Management or similar
  • At least 2 years’ experience in a similar role working across a number of departments
  • PC literate and competent using MS Office Skills
  • Has experience of preparing accounts for audit
  • Good telephone manner and fluency in both written and spoken English
  • Familiarity with the community and voluntary sector (Homeless sector particular advantage)

Desirable -

  • Ability to demonstrate knowledge and understanding the NGO sector.
  • Experience of CRM systems
  • Experience of Health and Safety
  • Ability to demonstrate strong knowledge of working with volunteers and a volunteer led organisation.

PERSONAL ATTRIBUTES

  • Commitment to Daisyhouse Housing Association’s goals and values.
  • Excellent project management skills and flexible in approach to work and able to prioritise work effectively.
  • Ability to make decisions and take the initiative, as part of managing a complex and varied workload.
  • Willingness to be self-servicing, with a proven ability to work as part of a team as well as independently.
  • Ability to work calmly under pressure and within a small dynamic team.
  • Excellent computer and IT skills.
  • Strong Communication

BENEFITS

Post: Office Administrator
Salary: DOE

GENERAL POINTS

Salary paid: By bank transfer monthly in arrears nominally on 28th of each month
Holiday: 25 days per annum plus public holidays- Pro Rata
Flexi-Time: Available
Location: 368/370 South Circular Road, Dublin 8
Hours of Work: 25
Travel & Expenses: Expenses and mileage for work related trips will be paid.
Garda Clearance: Required

Application details:

To apply, please email your CV together with your cover letter to ceo@daisyhouse.org no later than Monday 12th November.

Interviews will take place w/c 19th November 2018.

If you are successful with your application and are offered a position with Daisyhouse Housing Association, the offer may be conditional upon you:

  • Successfully completing Garda Vetting clearance
  • Producing evidence to show that you are entitled to live and work in Ireland
  • Completion of 2 successful reference checks

*Please note that only those who meet the requirements above will be considered.

Daisyhouse is an equal opportunities employer.

Region: 

Dublin 8

Expiry date: 

12/11/18

Date Entered/Updated: 

25/10/18