Branch Administrator & Member Support

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.