Operations Officer
Exchange House Ireland is recruiting an Operations Officer
Exchange House Ireland National Travellers Service is the largest front line Traveller specific service in Ireland. We are an organisation of Traveller and non-Traveller people working together to provide services to Traveller families, and Traveller young people and children and Traveller men and women, many of whom are in crisis. We pride ourselves in working with some of the most marginalised members of the Traveller community.
We are a multi-disciplinary service provider offering Family Support and Crisis Intervention Services, Children and Young Peoples' Services, Addiction Services, Mental Health and Suicide Prevention Services and Education and Training Services to members of the Traveller community in the Dublin area. We also deliver various national services through training, provision of expertise and partnerships with other organisations providing services to Travellers in Ireland.
Exchange House Ireland now wishes to recruit an
Operations Officer
Part-time (optional contract hours, between 18-21 hours)
Job Description
Outline of the position
1. To be the main point of contact within the organisation for all operational matters, especially in the areas of:
2. Facilities;
3. Information Technology
4. Health and Safety
5. Communications
Reporting to
6. Finance Manager
7. Working closely with Administration Team of Receptionist, Cleaner and associated CE Scheme Staff
Main duties
Facilities
8. Review space and facilities on an ongoing basis to ensure building is running efficiently
9. Responsibility for building maintenance including procurement, and the management of and liaising with building contractors and service people
10. To liaise withall staff and building users toensure the smooth running of the building
11. Role holder will be a designated key holder and emergency contact for the premises, including receiving out of office calls
Information Technology (IT)
12. Responsibility for IT across the organisation
13. Liaise with the organisation's external IT support contractor
14. Ensure software/systems, including anti-virus software, are updated appropriately
15. Maintain an IT inventory for the organisation
Health and Safety (H&S)
16. Responsibility for health and safety across the organisation, including fire safety
17. Role holder will be the H&S Officer for the organisation
18. Role holder will be the Head Fire Officer for the organisation
Communications
19. Responsibility to maintain and update the organisation's communication pathways
20. Responsibility for the overall brand and image of the organisation across all services and communications
21. Developing, maintaining and updating a stakeholder contact system
22. Role holder will be the GDPR Compliance Officer
Other Duties
23. To uphold the ethos of Exchange House Ireland, which operates accordingly to the principles of Community Development
24. To attend relevant internal and external training
25. Provide cover for other members of staff when required
26. To take on other tasks and duties that will further develop the aims and objectives of Exchange House Ireland as requested by the Finance Manager, CEO and Board of Management Directors
Exchange House Ireland are open to offering training, in any areas of the role's duties, to support the successful candidate in the role
Person Specification
The ideal candidate should have
27. Either:
28. A relevant qualification at minimum QQI Level 5, for e.g. Certificate in Administration, Business Administration, Finance, Computerised Accounts or similar qualification; or
29. At least 3 years' proven work experience in a similar role, in e.g. office management, operations, or administration.
30. Information Technology skills and experience with Microsoft Office.
31. An understanding of Health and Safety
32. An understanding of GDPR
33. Ability to communicate effectively with people and provide information using a range of communication methods including social media and newsletters
Terms and Conditions
Based in
34. Exchange House Ireland's offices on Great Strand Street, Dublin 1, D01 WC97
35. This is an on-site based position, with limited options for working from home
Hours of work
36. Optional contractual hours of between 18 and 21 hours net per week
37. Emergency key holder responsibilities may require work outside of these hours
Salary
38. 3-Year Contract
39. The salary will be as per the HSE's Clerical Grade IV scale [March 2023] (€35,256 – €51,206, pro-rata), commensurate with qualifications and experience