Administration and Compliance Manager
This role will co-ordinate and manage the administrative and compliance functions of Sophia.
Reporting to: Chief Executive Officer
Contract: Permanent, 39 hours per week, Monday to Friday. (There may be a requirement to work occasional weekends and evenings. Time Off in Lieu (TOIL) will be granted for any hours in excess of the 39 hours worked)
Sophia offers the following additional benefits to employees:
1. 25 Annual Leave Days
2. Additional Long Service annual leave
3. 5% Employer pension contribution
4. Further education and training support
5. Employee assistance Programme
6. Flexible working arrangements
Location: Cork St, Dublin 8 with flexibility to travel for meetings as required.
Hybrid working arrangements (3 days onsite per week).
Main tasks and Responsibilities
Administrative tasks associated with Governance:
7. Ensure briefing papers for Board of Directors meetings are collated and circulated to Board Members.
8. Support the minute taking of all Board Meetings and Committees of the Board
9. Maintain the organisational files for all Board Meetings and Committees of the Board and ensure these files are held securely
10. Ensure that Board of Directors meeting files and committee meeting files are kept centrally and securely and that the archives of these meetings in order and held securely.
11. Responsible for ensuring new Board Members are registered with the Charities Regulator and liaising with the Head of Governance, ensure that new Board Members are registered with the Companies Registration Office.
12. Responsible for informing the Charities Regulator that Board Members have resigned or retired and liaise with Head of Governance to ensure some with the Companies Registration Office.
13. Ensure Board Members details are up to date on the Sophia website.
14. Operate and maintain Board Policy quality management process ensuring policies that require review are bought to the CEO and Board
15. As directed by C.E.O liaise with Board Members so that they are supported to fully participate.
Record Official Correspondence
16. Develop and maintain systems for the recording of all correspondence to the C.E.O and to Sophia as an entity.
17. Ensure the Sophia Info emails and correspondence is responded to promptly.
Compliance with the Codes associated with the Charities Regulator
18. Manage compliance records and administration support associated with the requirements of the Charities Regulator.
19. Lead in the annual returns to the Charities Regulator.
20. On direction of C.E.O draft policies required by the Board.
Data Protection/GDPR
21. Responsible for Sophia's data protection, compliance with GDPR and to act as Sophia's Data Protection Officer. This may involve the use of external expertise to advise and support.
Compliance File with the Codes associated with the Approved Housing Body Regulatory Authority
22. Ensure records and administration support associated with the compliance and requirements of the Approved Housing Body Regulatory Authority.
Sophia Leadership Team
23. Support the C.E.O in administrative work associated with the Sophia Leadership Team (SLT) including the effective taking of minutes at SLT meetings.
24. Maintain and keep secure all SLT documentation.
Annual External Audit
25. Support the C.E.O and Board with the non-financial aspects of the audit and the work of the external audit.
Sophia Events:
26. Support the C.E.O in the co-ordination of internal and external events.
Annual Report
27. Support the C.E.O in compiling draft Annual Reports for approval by the Board of Directors.
28. Support the C.E.O and SLT in the co-ordination of data that will be used in Annual Report.
Annual General Meeting
29. Support the C.E.O to ensure a well-organised and compliant Annual General Meeting.
30. Responsible for maintaining and an up to date Register of Members.
Funding Applications and Fundraising
31. Where the C.E.O is leading on or contributing to Fundraising initiatives, support the administrative work associated with this.
32. Ensure that all the administrative aspects of EU Funded programmes are attended to.
Cork Street Campus
33. Develop, direct and coordinate a maintenance plan for the Cork Street Campus ensuring the Administrative Office is maintained and has an on-going maintenance plan.
34. Chair and/or Co Chair Campus Coordination meetings
35. Be the lead person responsible for maintenance of the Cork Street Administration building
36. Ensure that the main Reception in Cork St is effectively managed and in line with the Trauma Informed ethos and values of Sophia.
Wisdom Centre
37. Wisdom Centre - Line manage and support the Coordinator of the Wisdom Centre.
Social Media
38. Update the Sophia website and lead and manage Sophia social media as directed by the C.E.O
39. Support the C.E.O and the Communications Committee of the Board in the implementation of external communication action plans.
Community Employment:
40. Assist in the management of the workload of Community Employment Scheme
Additional
41. To carry out all work in line with Sophia's health and Safety policies
42. Any additional administrative tasks as required
Person Specification
Values:
43. Committed to the ethos and mission of Sophia
44. Empathy with Trauma Informed Practice
45. Commitment to equality and anti-oppressive practice
46. An appreciation of the role that the not for profit sector plays in addressing homelessness and social exclusion
47. An appreciation of the commitment and role played by volunteer Board Members and an understanding that Sophia's Governance is volunteer led.
Requirements and Skills
48. Proven experience as an Administration/Compliance manager or similar role (3-5 years' experience)
49. In-depth understanding of office management procedures and policies
50. Familiarity with facilities management principles
51. Proficient in MS Office, Excel and other applications
52. Knowledge of the compliance requirements of the Charities Regulator and the Approved Housing Body Regulatory Authority (desirable)
53. Excellent organisational and multitasking abilities
54. Ability to work on own initiative
55. Ability to effectively judge when to seek direction from CEO and when to work off own initiative.
56. A team player with leadership skills
57. Excellent report writing and communication skills
58. Ability to communicate with empathy, emotional warmth and professionalism
Qualification and Experience
59. BSc/BA in business/public administration or relevant field
60. Experience in office management and leading the compliance work of an organisation
61. Experience of acting in a leadership role in management.
62. Experience in leading and facilitating meetings effectively.