Job Title: Clerical Administrator (Fixed Term Contract to 31.12.2024)
Reporting To: Chief Financial Officer
Main Purpose of Role:
SWMDC is a community-led local development company covering the South and West of County Mayo, including parts of Roscommon and Galway. We work to improve the opportunities for people and communities in Mayo to bring about positive changes in their own lives and in their community.
The Clerical and Administration Team plays an important in supporting the Finance and Project teams with administrative aspects of SWMDC to ensure operational efficiency and compliance with funders and regulation.
The Clerical Administrator will report to the CFO. The post holder will be responsible for supporting the organisation with clerical and administrative duties, particularly with the financial team.
Salary: Clerical Administration Scale
Conditions of Work:
- The Clerical Administrator is a part-time position, and the successful candidate will be required to work 14 hours per week.
- The contract is a Fixed Term Contract to 31/12/2024
- The role will office based in the Newport Office.
Main Duties
Clerical
- Management of reception including phone calls, general queries, visitors and post.
- Management of stationary and maintaining a record of all current stock.
- Maintain a register of service contracts.
- Monthly uploading of invoices to SharePoint in a timeline accurate manner – ensuring all items are stamped in accordance with programmes – liaising with the finance programme admin to ensure correct.
- Maintain copy invoice for the Fixed Asset register in a timely manner.
- Project manage Fixed Asset Register – maintaining and updating for additions and disposals
- Support the Finance Team with filing and general administration.
- Review and maintain a record of office attendances – reporting on these on a weekly/monthly basis
- Review timesheets in line with HR system.
- Review travel and subsistence (T&S) claims ensuring they are aligned with the Travel Policy of the company and addressing any issues that are identified.
General Duties As Required
- Provide support for Clerical Administration, Finance and Project teams.
- Support ad hoc tasks for SWMDC Board when necessary.
- Take routine direction from CFO/CEO.
- Contribute to special projects.
Serving SWMDC
- Work as part of a wider SWMDC team and participate in initiatives as required.
- Support and uphold SWMDC’s vision, mission, and values.
- Support SWMDC Departments, Programmes and Working Groups related to Clerical processes for future funding opportunities
Note, this list is not exhaustive and may be amended in order that all role requirements are fulfilled and responsibilities that may be assigned from time to time in pursuance of the specific aims and objectives of the Company.
Core Competencies
Clerical Knowledge & Experience
- Experience in a clerical team, or similar administrative role, OR
- A related third level qualification with some relevant clerical administration experience.
- Strong attention to detail and quality orientation.
- Ability to organise own work to meet deadlines.
- Good working knowledge of MS Office and file management systems e.g. SharePoint.
Interpersonal & Communications Skills
- Strong client service, communication and organisational skills.
- Ability to work collaboratively internally and with other external organisations.
- Have the ability to work on own initiative and as part of a team.
- Ability to support and mentor the work of others.
- Excellent communication skills both verbal and written.
Motivational Skills
- You will be required to be flexible and motivated, with ability to manage own work, lead pieces of work, and meet deadlines.
- You will demonstrate the highest integrity in serving employees and clients, working alongside your team.
Problem Solving Skills
- Ability to collect, organise and analyse data, having a systemic approach to solving problems.
Project Management Skills
- A good working knowledge of the standard family of business and clerical related software and IT packages, excellent MS office experience.
- Strong administration and time management skills with the ability to prioritise work.
Other
- You must have access to your own transport and hold a clean, current driving license.
How to apply:
Please submit your Curriculum Vitae and cover letter by email to jobs@southmayo.com quoting Clerical Adminstrator_Application_YOURNAME in the subject line. Please save your CV as YOURNAME_CV and your cover letter as YOURNAME_CoverLetter.
IMPORTANT: Please check your junk and spam folders throughout this recruitment campaign, as SWMDC does not accept any responsibility for missed communication.
The closing date for applications for this role is 12 noon on Friday, 13th September 2024. Late applications are not accepted.
