Role Overview: The Administration & Operations Coordinator is a key cross-functional role responsible for supporting the smooth running of CLRG's administrative, operational, and examination activities. This position provides day-to-day organisational support, ensures deadlines and procedures are followed, assists with the coordination of global examination programmes and worldwide competitive events and provides high-quality service to teachers, examiners, and the council of management (board of directors).
The ideal candidate will be highly organised, adaptable, and proactive, with excellent communication skills and the ability to manage multiple tasks simultaneously in a fast-paced, evolving environment. This role is essential to maintaining continuity, structure, and operational efficiency across the organisation.
Key Responsibilities include, but are not limited to, the following:
1. General Administration
* Serve as a primary point of contact for internal and external enquiries by phone, post and email.
* Manage the organisation's email inboxes, responding promptly and professionally.
* Maintain accurate digital and physical filing systems, ensuring compliance with GDPR and CLRG policies.
* Maintain office supplies, equipment, and general administrative functions.
* Handle incoming and outgoing post, scanning, printing, and data entry tasks.
* Provide administrative support to the Council of Management, committees, and working groups as required.
2. Examinations Coordination
* Support the planning, scheduling, and administration of CLRG global examinations.
* Maintain up-to-date exam calendars, examiner allocations, and key deadlines.
* Communicate with teachers, examiners, other key stakeholders regarding exam requirements and processes.
* Process exam applications, registrations, and documentation.
* Prepare examination materials, certificates, and logistical packs and track their delivery to examination venues.
* Maintain accurate exam results records, archives, and digital databases.
* Support issue resolution (e.g., missing results, certificates, clarifications).
* Ensure consistent application of examination policies and procedures.
* Liaise closely with examiners, providing administrative support before, during, and after examination events.
3. Operational Support
* Assist with day-to-day operational processes across the organisation.
* Support planning and delivery of projects, events, meetings, and strategic initiatives.
* Monitor workflow, flagging deadlines and operational risks to management.
* Participate in the development and improvement of operational policies, processes, and documents.
* Maintain and update internal systems, member databases, and organisational records.
* Support compliance, governance, and reporting activities, including audits and reviews.
* Assist in preparing operational metrics, dashboards, and reports.
* Provide support during peak periods, including examination seasons, flagship events, registration cycles, and times of increased activity within the Transfer and Appeals Board.
* Provide comprehensive support to the Operations Manager across administrative, operational, and project-related activities
4. Data Management & Systems
* Maintain accurate member, examiner, and candidate records.
* Work with databases, online platforms, and organisational systems (training provided).
* Ensure data integrity, version control, and secure access management.
* Assist in troubleshooting minor IT/system issues and liaise with external support providers.
5. Finance & Compliance Support
* Process invoices, receipts, and small expenses related to examinations and operations.
* Assist with tracking budgets related to exams, travel, and events.
* Support procurement of examination, event supplies and operational materials.
* Ensure financial documentation is stored and recorded correctly.
Duties may evolve over time and additional tasks may be assigned as required by the Operations Manager and Council of Management.
Person Specification
Essential Skills & Experience
* Strong administrative experience in a busy office environment.
* Exceptional organisational skills with the ability to manage multiple priorities.
* Excellent written and verbal communication.
* Strong attention to detail and accuracy.
* Proficient in Microsoft Office (Word, Excel, Outlook) and online database tools.
* Ability to work independently and take initiative.
* Experience handling confidential and sensitive information.
* Professional, calm, and solution-oriented approach.
* Ability to build positive working relationships with staff, members, examiners, and external partners.
Desirable Skills & Experience
* Experience in event coordination, scheduling, administration or operations roles.
* Experience supporting senior leadership teams or boards, in membership-based organisations.
* Familiarity with Irish dance structures is an advantage, but not essential.
Personal Qualities
* Reliable, consistent, and committed to high standards.
* Flexible and adaptable in a changing environment.
* Good judgment and discretion.
* Strong interpersonal skills and a collaborative mindset.
* Willingness to learn and grow within the organisation.
Why Join CLRG?
* Be part of a global organisation that promotes and celebrates Irish culture.
* Work in a collaborative and supportive environment.
* Flexible working arrangements available.
Job Type: Full-time
Pay: €30,000.00-€35,000.00 per year
Benefits:
* Company pension
* Sick pay
* Work from home
Work Location: Hybrid remote in Dublin 02, CO. Dublin