Job Title: Executive Administrator (Part Time)

Organisation: Community Therapy Ireland

Reporting to: The CEO

Location: Remote with some in-person meetings required 

Salary: Grade V (HSE) 

Employment Type: Part time – 14 hours per week

Contract: Permanent part time subject to adequate and sustainable funding

Pension: Employer adheres to auto-enrolment.

About Community Therapy Ireland:

Established in 2008, Community Therapy Ireland is an independent membership organisation representing community therapeutic service providers nationwide.

Through our work, our members are enabled to deliver sustainable professional therapeutic services to those who need them, when they need them, where they need them.

We are formerly known as the Association for Agency-Based Counselling and Psychotherapy in Ireland. We proudly trade under our new name – Community Therapy Ireland.

Community Therapy Ireland members are non-profit service providers. Community Therapy Ireland is a company limited by guarantee and a registered charity.

Find out more about Community Therapy Ireland here

Community Therapy Ireland is now seeking a part- time Executive Administrator

The Executive Administrator will provide important support in delivering Community Therapy Ireland’s ambitious strategy and achieving their mission.

The Executive Administrator will deliver comprehensive organisational, administrative and management support to the CEO and Board as required. Internally, the Executive Administrator will support the CEO in the delivery of key projects, management of all databases and key contact lists, coordinating member communications and engagement, supporting training and event planning, bookkeeping and financial management. Externally, the Executive Administrator will engage with contractors, consultants, and vendors to maximise value for Community Therapy Ireland in a highly professional manner.

General Duties and Responsibilities

• Provide administrative support to the CEO and Board by preparing financial and risk reports and monitoring organisational policies and reviews.
• Coordinate Community Therapy Ireland’s compliance to various regulatory bodies such as CRO and CRA.
• Manage Sage Accounting, maintain financial records, and support in annual audits.
• Coordinate all member communications and manage member queries through Hubspot CRM.
• Update social media and website content.
• Manage the Community Therapy Ireland database, annual database submissions and member queries.
• Administer the Annual Member Survey, Member Training Needs Assessment Surveys, Annual Membership Invoices and Certificates.
• Support in the planning and execution of key events and meetings including the AGM and conferences.
• Organise the smooth and efficient running of the office, ensuring GDPR compliance.
• Monitor and oversee annual contracts renewals – e.g., insurance, vendor contracts.

Skills and Competencies

• Degree in an appropriate field (business administration, non-profit management, etc.) highly preferred
• A minimum of 3 years’ experience in administrative support. Specialty training and credentials or advanced degree may be substituted.
• Excellent communication and interpersonal skills, both written & verbal, in particular letter and/or report writing, telephone skills and strong interpersonal skills.
• A highly motivated team player, with strong multitasking capabilities
• Solid knowledge of proper meeting management techniques
• Expert level proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, with the ability to learn other software applications quickly
• Excellent computer skills including word processing, spreadsheets, presentations, graphics, and use of communication applications (Skype, Zoom, Canva, Teams, Hubspot etc.)
• Excellent proficiency in financial management and reporting with experience in using Sage Accounting
• Demonstrate excellent relationship building and maintenance skills with internal and external stakeholders, other agencies, and funders.
• Adept at proof-reading own and others’ work to eliminate errors
• Ability to solve complex problems, think innovatively, creatively, and strategically
• Must be flexible, extremely well organised and detail minded. Adept at follow-through, especially in the management of detail and juggling multiple priorities.
• A passion for the mission and values of Community Therapy Ireland
• Fluency in the English language, both written and oral.

Note: This job description is not intended to be a comprehensive list of the duties, responsibilities and competencies required of the post. The duties and responsibilities of the Executive Administrator are likely to change over time in response to the organisation's needs.

Application Details:

Please apply directly to ceo@communitytherapy.ie and use Executive Administrator- Community Therapy Ireland as the subject of your email.

If you would like more information or would like to talk to someone about this role, please contact us by email at ceo@communitytherapy.ie.

Please note that shortlisting will be in progress throughout the period that the vacancy is live, so you may be called for interview and/or the vacancy may be filled before the closing date.

Closing Date: 12 noon, June 21st, 2024.