Administrator

Salary: €35,000 - €38,000 dependent on experience

Term: Permanent role subject to successful completion of a 6-month probationary period.

Working Hours: 35-hour week; Monday to Friday, 9:00 am to 5:00 pm with one hour (unpaid) lunch break. Flexibility, including working additional hours, may be required during peak periods and to facilitate events. The Foundation operates a Time Off in Lieu (TOIL) policy for additional hours worked.

Organisation Profile:

The Mercy Foundation was established in 2007 to raise funds to support Mercy University Hospital (MUH) – "The Mercy". The Foundation ensures that funds raised are allocated in a transparent and effective way, in line with donors' wishes and in accordance with the strategic objectives of MUH.

The Foundation works to a Code of Ethics and a Donor Charter and complies with all relevant legislation and guidelines, including the Charities Act, the Charities Governance Code, the GDPR, SORP, etc. One hundred percent of the Foundation's income is fundraised.

Purpose of Position

This is a pivotal role within the organisation, providing administration support and facilities coordination. It also serves as the first point of contact for donors and supporters, MUH colleagues, Cancer Care Centre patients, and the general public.

Key Tasks1. Administration1.1 Fundraising

• Provide administrative support to the Fundraising Team across Regular Giving, Individual Giving, and Partnerships activity.
• Carry out CRM administration tasks, including entering gifts, updating and creating donor records, creating and running reports, etc.
• Carry out money handling tasks, including reconciliation of donations, preparation of lodgements, and liaising with the Foundation's money management and logistics service.

1.2 Organisational

• Carry out general office administration, including:

1.3 Facilities

• Work within and support the Foundation's Facilities Management structure.
• Coordinate meeting rooms, workspaces, and staff parking (using office management software where appropriate).
• Coordinate front-of-house activities, including visitor management, reception duties, deliveries, and collections.
• Ensure communal areas are welcoming and supplies are adequately stocked.
• Act as the Foundation's Fire Officer and Health & Safety Officer.

2. Events2.1 External

• Provide administrative support for Foundation fundraising events, campaigns, and ad hoc events as required.
• Attend external events on occasion, as requested, to support the smooth running of events.

2.2 Internal

• Provide administrative and other support for internal meetings, e.g. Board meetings and team meetings.
• Provide administrative and other support for donor-focused meetings and events, e.g. launches and information sessions.
• Attend internal events on occasion, as requested, to support the smooth running of events.
• Oversee internal team-building events and activities.

3. Miscellaneous

• Actively support and contribute to positive team morale and to the smooth and efficient operation of the organisation.
• Actively participate in the Foundation's model of staff management.
• Take ownership of the role and responsibilities and show initiative in approach to work.
• Actively support and work to the Foundation's values.
• Carry out other tasks commensurate with the role as requested.

4. Key Performance Indicators

• Completes tasks in a timely, well-organised, and accurate fashion, with careful attention to detail.
• Uses initiative and adopts a problem-solving approach where required, taking ownership of the role and responsibilities.
• Responds well to direction and actively participates in the Foundation's model of staff management.
• Works well with the Foundation team and other stakeholders and makes a positive contribution to morale.

Person Specification

All skills, attributes, etc. listed below apply equally when working in both remote and onsite settings.

Skills / Attributes

• Excellent administration skills.
• Excellent organisational skills.
• Excellent IT skills.
• Excellent workload and time management skills.
• Excellent teamwork skills.
• Excellent verbal communication skills (in person and by telephone).
• Excellent listening skills.
• Excellent written communication skills.
• Excellent customer service skills.
• Excellent numeracy, literacy, and attention to detail.

Personal Attributes

• Strong work ethic.
• Ability to work well as part of a team.
• Enthusiastic and positive with a flexible and solution-focused approach to challenges.
• Responsible, reliable, and trustworthy.
• Ability to work well under pressure and with a variable workload.
• Ability to work on own initiative with ownership of the role, delivering its outputs and achieving its outcomes.
• Ability to work under direction and actively engage with the Foundation's staff management model.

Experience

• Minimum of 2 years' office administration experience.

Miscellaneous

• Ability to work outside office hours on occasion, with notice.
• Active support for the values and work of the Mercy Hospital Foundation.
• Valid clean driving licence and access to own transport.

Benefits

• 22 days annual leave (20 days plus 2 gifted days – Good Friday and Christmas Eve), increasing by 1 day per annum up to a total of 27 days (25 days plus 2 gifted days).
• On-site parking.
• Option for hybrid working after successful completion of the 6-month probationary period.
• Defined Contribution Pension Scheme.
• Welcoming, values-led team.
• Supportive staff management structure.
• Role-related training opportunities.
• Sick Pay Scheme.