Reports To:
Operations Manager
Contract Type:
Part-Time, Specified Purpose
Work Pattern:
Monday - Friday, 10am - 4pm (flexible hours at events)
Job Purpose:
The Branch Administrator & Member Support is responsible for delivering high-quality administrative support to branch operations, providing excellent service to members, and coordinating a programme of member engagement activities and events. The role serves as a key point of contact for members, ensuring a positive member experience while supporting the planning, organisation, promotion, and delivery of branch events.
Key Responsibilities and Duties:
Member Support and Engagement
Act as the first point of contact for members.
Provide timely and professional support to existing and prospective members.
Maintain accurate member records and databases, ensuring compliance with data protection requirements.
Support member onboarding and engagement initiatives.
Promote branch services, activities, and benefits to members.
Assist in gathering member feedback and identifying opportunities to improve member satisfaction and retention.
Produce regular membership reports and statistics as required.
Events Coordination and Administration
Coordinate the planning, organisation, promotion, and delivery of branch member events, networking opportunities, workshops, training sessions, and member meetings.
Manage event logistics including venues, registrations, suppliers, catering, equipment, and attendee communications.
Organise and oversee event operations, providing direct supervision of events where required to ensure a high-quality member experience.
Support event promotion through member communications, newsletters, social media, and marketing activities.
Collect event feedback and assist with post-event evaluation and reporting.
The role requires flexibility to work occasional evenings and weekends to support and supervise branch events and member activities.
To assist in the promotion of Down Syndrome Cork through attendance at events, when required, and other opportunities.
Organize social events for members and staff including, but not limited to, seasonal parties such as Christmas and Easter, dance classes and coffee mornings.
Organize volunteers and logistics for fundraising activities including, but not limited to, bucket shakes
Follow up on all fundraising monies and equipment which need to be returned to the office.
Administrative Support
Provide comprehensive administrative support to the branch management team including front of office clerical tasks such as answering the phone, greeting visitors and managing emails
Prepare correspondence, reports, meeting minutes, and presentations as required.
Maintain office systems, records, and filing processes.
Coordinate branch meetings, committee meetings, and member forums.
Support financial administration including processing invoices, event income, and expenditure records.
Ensure branch activities comply with organisational policies and procedures.
Support the counting and recording of cash received into the office.
Responsible for overseeing office payments including managing payments for SLT sessions, courses, social events and any activities.
Data entry of the management Information Systems, for example Champ and Cliniko, to ensure member records are up to date for accounts.
Engage with staff and members in a consistently professional and respectful manner.
Any other tasks and duties as requested by management to help drive our vision, fulfill our mission and support our organizational values
Communications
Assist in the preparation and distribution of member newsletters and branch updates.
Maintain member communication channels and mailing lists.
Support marketing and promotional activities for branch initiatives and events.
Key Performance Indicators (KPIs):
Member satisfaction and response times.
Membership engagement levels.
Successful delivery of branch events and activities.
Accuracy and timeliness of administrative processes.
Event attendance and participant feedback.
Quality and effectiveness of member communications.
Experience Required:
At least two years administration experience in a comparable role.
Strong IT Microsoft Office skills, including Microsoft Word, Excel and PowerPoint.
Proficiency in Spreadsheets CRM, Data Analysis and scheduling tools and in project management software is beneficial.
Experience of the needs of people who have a disability and their families
Excellent organisational and timetabling abilities
Strong attention to detail and numerical skills
Excellent communication, research and interpersonal skills
Excellent telephone manner, demonstrating empathy and helpfulness.
Hours: 30 hours per week
Location: Down Syndrome Cork Office Ballincollig / Field of Dreams Curraheen
