TITLE:                              Membership Administration

REPORTS TO:                  221+ Patient Support Groups Manager

HOURS:                            Part-time (21 hours/week). Some evenings and weekend work required. Flexibility required

CONTRACT:                     Specific Purpose contract (Until Dec 31^st 2024)

LOCATION:                      Dublin 4. The Society operates a hybrid working model with a combination of remote and in-person (Dublin office) working.

OFFICE DAYS:                  Monday or Wednesdays Dublin 4 office attendance (this can be flexible)

SALARY:                           €31,500 Full time Equivalent (FTE)

                                          €18,900 Pro Rata salary for part time

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Overall Responsibility

This role will involve contributing towards the effective running of the 221+ Cervical Check Patient Support Group through the completion of administrative and communications tasks that support members to a high standard.

The successful candidate will work closely with the 221+ Manager and team on the day to day running of the Group, supporting regular engagement with members, providing logistical and clerical support in the office and at meetings/events, supporting communication and liaison between 221+ staff, the Steering Group, and stakeholders.

Main Duties & Responsibilities

Engage with Members

·      Assist the 221+ team with regular communications to 221+ members in respect of events, or updates on supports and health services provisions for members.

·      Ensure there is an active feedback point available for members with information enquirers.

·      Be an empathic point of contact within 221+ for the members; and to be able to signpost the way the supports they may need; to be an active part of the patient support group team.

Administration

·      Prepare invoices and expense forms for sign off and payment, and to keep related file records up to date.

·      Support the 221+ Manager with maintenance of an appropriately active public profile for the group with identified external stakeholder and wider contacts, via emails, intranet, and post and working as required in that regard with the221+ Communications Co-ordinator.

·      Keep an updated database of all 221+ membership applications and queries, and general contacts and mailing lists.

·      Assist with the updating and development of content on the 221+ website and social media accounts as required.

Event Management

·      Assist the 221+ Manager and Steering Group in completing tasks for 221+ meetings including meeting scheduling, circulation and copying of meeting papers, room hire and set up, emailing, etc.

·      Take and disseminate minutes of meetings as required.

·      Provide support to the 221+ Manager with event planning and management

This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the 221+PSG at any time after discussion with the post holder.

Person Specification

·      Possess strong empathy and compassion

·      Professional telephone and email manner 

·      Strong organisational skills

·      Excellent attention to detail

·      Proactive, self-starter who is able to take own initiative

·      Ability to work in a busy environment while maintaining a high quality standard of work

·      Ability to prioritise workloads and meet deadlines

·      Possess the highest degree of integrity and confidentiality at all times

Qualifications and experience

·      Third level qualification in communications/ administration related field desirable.

·      At least 3 year's administrative experience.

·      Knowledge of recent history of Cervical Check issues.

• Experience of working with websites and databases would be an advantage.

Skills

·      Excellent organizational and time management skills. IT skills, with a high level of proficiency in Microsoft packages

·      Excellent written and oral communication skills

·      Ability to handle a diverse workload

·      Must be a vibrant team player with a keen willingness to learn and take on responsibility

·      Attention to detail

• Ability to work under pressure in a busy environment maintaining high quality standard of work.
• Proven problem solving skills, with the ability to priorities tasks.

·      Excellent interpersonal skills

General

·      All employees are required to be aware of their responsibilities towards health and safety and to adhere to fire regulations.

·      The Irish Cancer Society operates a no-smoking policy and the post holder must not smoke in the office or when on Society business outside the office.

·      Maintain confidentiality at all times, and compliance with the Data Protection Act is an essential requirement.

This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the Society at any time after discussion with the post holder.

Please note all CVs are logged through a 3rd party system for processing.

The closing date for applications is close of business, Thursday 18^th April 2024

The Irish Cancer Society is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment for all employees. We know that the more inclusive we are, the better our work will be.

Some of our are Benefits

·      23 days Annual Leave a year or Pro Rata equivalent, plus public holidays, Good Friday and Christmas Eve (if it falls on a working day)

·      Service Days - Additional days awarded to reflect long service with the Society.

·      Sick Pay Scheme (following Probationary period)

·      Defined Contribution Pension Scheme (after 6 months)

·      Group membership for VHI and HSF (health plans)

·      Bus/Rail Ticket Scheme and Cycle to Work Scheme

·      Death In Service Benefit (from commencement of employment)

·      Paid Family Leave (Maternity, Paternity, Adoptive, Force Majeure and compassionate Leave)

·      Learning and Development Programmes

·      Educational Assistance (Study and Examination Leave)

·      Employee Assistance Programme (EAP)

·      Optional Flu vaccine provided