Position: Operations and Office Coordinator
Hours: Full-time (37 hours per week)
Start date: ASAP
Duration: 1 year
Reports to: CEO
Direct reports: Finance and Information Officer
Location: Coleraine House, Coleraine Street, Dublin 7.
[Due to the current COVID-19 pandemic, and subject to government restrictions, the successful candidate may also be required to work remotely.]
1. Position summary
The primary function of this role is to ensure the smooth running of the Mental Health Reform (MHR) office. Working closely with the CEO, and with the support of the Finance & Information Officer, this role is responsible for the day to day operations of the MHR office, ensuring efficient and effective operations and financial management. This includes planning, organising, implementing strong financial controls, administrative and governance systems.
2. About Mental Health Reform:
Mental Health Reform is the national coalition driving reform of Ireland’s mental health services and supports. Our vision is of an Ireland where everyone can access the support that they need in their community to achieve their best possible mental health. With more than 75 member organisations and thousands of individual supporters, MHR provides a coordinated voice to Government, its agencies, the Oireachtas and the general public on mental health issues.
3. Main responsibilities
- a) Overseeing the finance function of MHR
Ensure delivery of accurate monthly management accounting information and provide regular analysis on performance to the CEO and Board
Develop and monitor the annual budget, in collaboration with the CEO
Manage the Organisation’s bank accounts
Support project leads with timely financial reports and financial documentation
Put in place appropriate controls to manage risks identified in the organisations risk register
Oversee audit process
Provide secretariat support to the Finance & Audit sub-committee of the Board
Ensure implementation of the financial procedures policy
- b) Developing and maintaining strong internal systems and processes
Oversee relationships with key service providers (bookkeeping, IT, HR)
Monitor and ensure the organisation’s fulfilment of the Governance Code, Charities Regulator and Companies Registration Office requirements and leading actions towards compliance
Monitor and update the Organisation’s financial and operations procedures in liaison with the CEO
Lead on grants and contract compliance
Build strong relationship with key donors, including ensuring the delivery of timely, accurate, and accessible reporting on a range of donor requirements
Ensuring contracts for consultants and third party suppliers are compliant with MHR and donors requirements
Ensure policies and procedures are well-documented, understood and adhered to by all staff
- c) Providing support to MHR staff, board and members
Support the operation of the Board and its sub-committees, including taking minutes
Support the recruitment, vetting and induction of new staff
Answer employee queries about organisational policy-related issues
- d) Assisting MHR to deliver on its overall strategic goals
Work within the framework of the overall objectives and the policies and practices of the MHR
Ensure all work undertaken complies with data protection and GDPR rules
Contribute to the promotion of equality of opportunity, anti-discriminatory practice, diversity, individual rights and choice in all aspects of work
Update MHR’s contacts database
Carry out other administrative duties as required
Lead, manage and coach staff within the MHR performance management system
Supervise staff, interns and/or volunteers as required
Participate in relevant training and development courses as agreed with the CEO
Undertake such other duties as might be reasonably assigned from time to time by the CEO
Be vigilant to any health, safety and welfare risks in the workplace and bring any concerns to the attention of the CEO or Health & Safety Representative
4. The person
Skills, knowledge and experience required:
Educated to degree level and appropriate experience
Proven ability in administration and business management
Experience of budget management with strong skills in the use of financial spreadsheets and databases
Strong administrative and organisational skills
Demonstrated ability to multi-task, work independently, and meet deadlines
Strong attention to detail
High level of organisational and time management skills.
Excellent communication and interpersonal skills with the ability to interact at all levels within the organisation
Ability to prioritise tasks and maintain necessary confidentiality
Experience in, and familiarity with, the community and voluntary sector in Ireland
Experience of reporting to multiple donors
Accounting technician qualification and familiarisation with accounting software
An understanding and knowledge of HR management
The salary range for Coordinators is €40,000 – €50,000 and will be commensurate with skills and experience.
Mental Health Reform operates the following benefits for its employees:
Defined contribution pension scheme
Annual leave 24 days, exclusive of public holidays, 1 company day and 1 wellbeing day per year
Access to an Employee Assistance Programme
This job description is not a definitive list of tasks; rather it is designed to give an overview of the job. It is envisaged that the post-holder will use their own initiative and develop the job under guidance so that the organisations aims are achieved. It should be noted that the organisation is dynamic and fast paced and it may be necessary to step beyond the areas outlined above to support others from time to time.
This is a one year position with the possibility of extending. Flexibility is required regarding hours as some weekend and evening work will be necessary. Travel and out of office work will also be a feature of the role.
Mental Health Reform is an Equal Opportunities Employer.
All documentation received by Mental Health Reform will be processed in accordance with the Data Protection Acts, 1988 and 2003 General Data Protection Regulation (GDPR; 2018). The information will only be used by Mental Health Reform in the processing of job applications and for ongoing administrative purposes with job candidates.
Please email your CV and cover letter to firstname.lastname@example.org
Requests for additional information can be sent to email@example.com.
Closing date for the submission of applications is Wednesday, May 26th at 5:00 PM