Job Opportunity: Office Administrator / Office Manager

Irish Federation of University Teachers (IFUT)
Location: Dublin
Position: Full-Time, 35 hours per week, Monday to Friday

The Irish Federation of University Teachers (IFUT) is seeking a highly organised and proactive Office Administrator / Office Manager to join our team. This pivotal role offers a unique opportunity to contribute to the effective functioning of a vibrant and dynamic trade union organisation. Your work will support our members across the higher education sector in Ireland and help advance our mission of representation and advocacy.

Key Responsibilities

Office Administration & Management

• Oversee daily office operations, ensuring a well-organised and efficient office environment.
• Ensure adequate stocks of stationery and office supplies.
• Organise logistics for meetings, including room bookings, travel, catering, calendar invites and accommodation for staff and members.
• Maintain responsibility for communications between the IFUT Head Office and our Executive Committee and other Committee members.
• Monitor and respond to emails; redirect queries as appropriate.
• Liaise with IT support and maintain an inventory of IT equipment.
• Handle incoming and outgoing post, ensuring timely scanning, filing, and distribution.
• Manage petty cash transactions and maintain accurate financial records.
• Oversee day-to-day financial operations, working with Bookkeepers, Accountants, and Auditors to ensure timely completion of accounts. Familiarity with SAGE is advantageous.

Staff Support

• Coordinate with external salary and pension support providers.
• Maintain staff records, including annual leave and sick leave.
• Provide administrative support to the General Secretary and staff as required.

Membership Management

• Maintain and update the membership database, ensuring accuracy of Direct Debit and DAS payments.
• Develop professional relationships with payroll departments across member sections.
• Process membership applications efficiently and prepare reports for General Secretary on trends.
• Prepare and distribute newsletters and be responsible for maintaining accurate member contact lists.
• Collaborate with branches to manage accounts and organise expense payments for members.
• Maintain and utilise an organising database to support membership organising.

Trade Union & Governance

• Ensure timely payment of affiliation fees to partner organisations.
• Assist the General Secretary in arranging the Annual Delegate Conference (ADC) in compliance with IFUT rules.
• Prepare agendas, minutes, and documentation for Council, Executive, and ADC meetings.

Additional Responsibilities

• Represent IFUT on approved matters of interest as delegated by the General Secretary.

Qualifications and Skills

• Proven experience in office administration, management, or a similar role.
• Familiarity with financial systems such as SAGE and experience working with external auditors and accountants.
• Excellent working knowledge of the MS package.
• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Experience in trade unions or non-profit organisations is desirable but not essential.

The successful candidate must be able to work on their own initiative and be able to work well within a team.

Why Join IFUT?

Joining IFUT means becoming part of a team that is passionate about making a difference in the higher education sector. You will contribute to meaningful work supporting our members and advancing equality and trade union issues. This role offers a chance to grow professionally while making a tangible impact.

Benefits:

• Competitive salary aligned with the University College Cork (UCC) Grade 5 A Scale.
• Generous employer pension contributions.
• 25+ days of annual leave.
• Additional benefits appropriate to a senior role.

How to Apply

Please submit your CV and a cover letter detailing your suitability for the role to the General Secretary at generalsecretary@ifut.ie .

Application Deadline: Friday 14 February 2025 at 5pm

If you have any questions about the role please contact the generalsecretary@ifut.ie

IFUT is an Equal Opportunities Employer