Operations Administrator – Belvedere Youth Club
Background
BYC is a youth service based in the North East Inner City (NEIC) of Dublin which has been working with young people in this community since 1918. Staffed by a team of professionals, our mission is to support the empowerment of young people to realise their full potential through the provision of a range of programmes, by respecting their rights and hearing and amplifying their voices, while encouraging and supporting them as they transition from childhood to adulthood.
Due to our expansion of services and to meet our administrative obligations we now need to expand our administrative team.
Dublin's North East Inner City has been one of the most disadvantaged and marginalised communities not just in Dublin, but nationally. Study after study has highlighted the impact of this social disadvantage. The community – and the young people with whom BYC works - are affected by high levels of unemployment, exposure to street level drug and alcohol misuse, poor health and associated health outcomes and a lack of access to structured social and leisure activities.
BYC's aim is to provide a quality service to children and young people in the NEIC through the provision of our afterschools programmes, mainstream youth programmes and our justice project.
In that context, BYC teams work together to implement an integrated service delivery model that allows for universal programmes (after school and week day evening programmes), complemented by more targeted youth work interventions. This delivery model has been developed with the aim of engaging our young people from the ages of 7-24 years. Through this contact time, young people are identified and supported to participate in more structured strands of youth work including in the following programme areas:
· Informal Educational Support
· Issued Based Programmes
· Sports Inclusion
· Outdoor Activities
· Arts & Crafts
· Residential Programmes
· Music, Drama and Youth Theatre
· Seasonal Programmes
· Exchange Trips
BYC has also supports children, young people and their families who are in the criminal justice system through our Diamond Youth Justice team. Within this team there are two project workers and a systemic family therapist.
2. Main Purpose:
Reporting to the Chief Executive Officer (CEO), this vital administration role will be responsible for the overall development, improvement and coordination of operational processes and functions across BYC and will play a pivotal role in delivering the BYC objectives in line with the organisations strategic and operational plan.
Working closely with the CEO this role will ensure delivery, compliance and effectiveness across all operational processes, developing and delivering against plans to optimize performance, stability and efficiency.
Success will be demonstrated through systemic improvement in BYC's key performance indicators of service, quality, efficiency and group cohesiveness.
This role will be supported through a junior administrator post.
3. Role Responsibility:
Operations
a) Support CEO with day to day running of the BYC.
b) Provide administrative assistance to the CEO when required.
c) Support the CEO with proactive communication within the organisation by organising meetings, finalising agendas and circulating minutes where needed.
d) Formulate and implement policies and systems for the effective management of the organisation.
e) Ensure there are no gaps in checklists, policies & procedures.
f) Ensure the operations is carried out to the highest possible safety standards and that the health, safety and welfare of all staff, service users, visitors and contractors is put before anything else.
g) Ensure staff & service users are compliant with BYCs H&S policies & procedures & that all H&S documentation meets current legislation.
h) Ensure minibuses are safe for use.
i) Ensure all required certificates (H&S, Fire) etc. and insurance are up to date
j) Ensure any upgrading, refurbishment & maintenance work is carried out when needed on premises in Dublin & Wexford.
k) Work closely with the wider team to ensure the users of the organisation have the maximum possible outcomes.
l) Responsible for the overall planning and development of the operations of the organisation, seeking greater efficiencies in the running of the centre.
m) Oversee the ordering of supplies for the centre.
n) Review supplier contracts to ensure value for money.
o) Maintain all records and files relating to the operations of the centre.
p) Oversee volunteer participation.
q) Respond to queries relating to BYC directly and when necessary pass on queries to the relevant staff members.
r) Partner with the local community though initiatives and events that are relevant to the work of BYC.
s) Maintain and update BYC website, alongside the team utilize social media to raise awareness on club events and programmes.
t) Ensure staff timesheets are received weekly.
u) Recruit and manage training vendors as required.
v) Carry out any other duties that are deemed reasonable.
Governance
a) Support the CEO to ensure the Governance of the organisation is in line with the Charities Governance code and is meeting all it's Governance requirements.
Finance
a) Ensure that all the organisations income, expenditure and transactions are in line with the organisations financial management procedures and are uploaded to the relevant accounting platform.
b) Set up internal payments on our banking system.
c) In partnership with CEO & Treasurer, oversee pre-agreed budgets to plan and improve processes and operational costs.
d) Ensure invoices are paid in a timely manner.
e) Ensure funders drawdowns are carried out in a timely manner where necessary.
f) Upload relevant documents to the bookkeeping system.
g) Assist bookkeepers with annual audit by collating relevant information.
h) Ensure all correspondence with Revenue is followed up.
i) Oversee BYCs daily financial transactions in terms of the facility spend.
j) Acknowledge and record voluntary donations including gift cards.
4. Development Value:
a) Opportunity to develop knowledge and experience in accountancy and book keeping.
b) Opportunity to gain exposure relating to organisational Governance.
c) Develop knowledge in social media platforms.
d) Improve Presentation and communication skills (verbal/written)
e) Training & Development opportunities relevant to the role.
5. Terms and conditions including remuneration:
Salary Scale: Competitive salary.
Contractual basis: The post is offered on a one-year fixed term contract basis, 35 hours per week, and is subject to a probationary period of six months. The employee will be directly employed by Belvedere Youth Club CLG.
Holiday entitlement: 25 days per annum, Good Friday and Christmas Eve concession days.
Education Support: Funding towards further education and time off rostered duties where possible after one year of service.
Employee Assistance Programme: 24-hour support and counselling services available to staff and their families.
Team building days.
6. Essential Requirements
a) At least 5 years experience working in a similar fast paced environment.
b) Proficiency in Microsoft packages and technology in general.
c) Excellent communications skills
d) Excellent organisational skills
e) Excellent Time Management and Prioritization of workload
f) Excellent Problem solving skills
g) Excellent attention to detail
h) Leadership skills to support the development of the junior administrator role
i) Being able to adapt promptly
j) Being able to work effectively as part of a team.
7 Desirable Requirements
a) Experience supporting senior management with implementing the Governance Code throughout the organisation.
b) Facilities Management.
c) Budget Management.
Job Types: Full-time, Fixed term
Contract length: 12 months
Pay: €41,484.00-€56,447.00 per year
Benefits:
* Bike to work scheme
* Employee assistance program
Education:
* Advanced/Higher Certificate (required)
Experience:
* Operations : 5 years (required)
Work Location: In person
Application deadline: 19/09/2025
Reference ID: Operations Administrator
Expected start date: 06/10/2025