Office Manager

Description

AONTAS, The National Adult Learning Organisation is seeking to recruit an Office Manager. AONTAS is a non-governmental voluntary membership organisation established in 1969. Its mission is to advocate for the right of all adults in Ireland to quality learning throughout their lives, and to promote the value and benefits of lifelong learning. The organisation’s priorities for the next four years are outlined in the current Strategic Plan, Learning: A Lifetime’s Work adopted by the AONTAS membership in November 2014. The key objective of this role is to ensure that the Office Management requirements are met and delivered to the highest standards, providing an efficient and effective support role over the course of the 2015-2018 Strategic Plan.

The key responsibilities are:

Office management

• Ensuring the smooth and efficient running of the AONTAS office
• Be accountable for the maintenance or development and implementation of policies and procedures to improve efficiency in office operations
• Oversee the day-to-day management of the reception towards ensuring continuous effective operation on a day-to-day basis
• Oversee effective office space use and maintenance
• Managing relationships with external suppliers for office requirements

Administration

• Oversee the administrative support requirements of all teams with Finance and Administration Officer
• Ensure effective filing processes including online, Salesforce maintenance and update

Finance

• Support Finance Lead with financial administration as required

HR

• Oversee operational HR activities including personnel files, leave, absences and ensuring adequate resource planning of staff with Team Leads

PA Support

• Providing diary and high level PA support to the CEO
• Support CEO with Executive Committee administrative requirements

Contribute to AONTAS

At all times, operate to the highest professional, ethical and performance standards. This includes adapting effortlessly to changing circumstances in AONTAS and undertaking, surrendering or realigning any responsibility, within reason, the CEO requires. This list of responsibilities is not exhaustive and may vary from time to time, to provide for change. AONTAS is a small and nimble organisation that requires the support and collegiality of all staff at all times.

The job requirements are as follows:

Core Requirements

• Educated to Degree level/ 5 years work experience in the area of human resources/administration
• Knowledge of a non-governmental organisation

Required Experience

• Experience of organisation structure and commitment to managing office requirements as required
• Experienced in office management
• Proven organisational skills
• Working knowledge of HR
• Proven ability to engage with stakeholders and key team leads
• Strong PC skills, proficiency in MS Office
• Proven ability to meet targets and work to deadlines

Personal Characteristics

• Excellent interpersonal and communications skills, both verbal and written
• High level of personal responsibility and integrity
• Able to develop an environment that is stable and secure
• Is warm, sensitive to other people’s needs and collaborative
• Has a good attention to detail and focused on results
• Solves problems in a constructive, inclusive and creative manner
• Able to cope with and respond positively to change
• Communicates highly effectively in a constructive and approachable manner
• Seeks out learning opportunities and has a willingness to learn and adapt

Benefits

This a full-time permanent role. A probation period of six to eleven months will apply. AONTAS offers a pension scheme with 10% of salary contributed by the employer. Employees are required to join the AONTAS pension scheme on completion of probation, contributing 5% of salary. There is a facility to pay Additional Voluntary Contributions. AONTAS provides an income protection scheme for staff. Annual leave is 23 days, rising to 24 after 5 years’ service. The AONTAS Office is open from 9.00 am to 5.00 pm Monday to Friday. The basic working week is 37 hrs. However the work of the Office Manager requires flexibility with some unsocial hours and travel.

Annual salary

The salary offered will be commensurate with experience and will begin within the parameters of the salary scale equivalent of an Executive Officer in the Public Service (2016).

The closing date for applications for this role is 5.00 pm on the 31st of October 2017.
First and second interviews, if required, will take place on the week of the 6th of November 2017.

Please apply through the following link with a letter of motivation and your CV:
https://aontas.workable.com/jobs/593284

For further queries please contact Emma J Byrne at 01 406 8220 or by email at ebyrne@aontas.com.