Christmas Appeal Administrator

About SVP

SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of volunteers and employees, it is strongly committed to working for social justice and advocates the creation of a more just and caring society.

SVP is an equal opportunity employer committed to treating all individuals with dignity and respect. We are dedicated to protecting everyone we encounter from all forms of harm, abuse, neglect, and exploitation, in accordance with Irish equality legislation. All employees are expected to adhere to SVP's Dignity & Respect and Safeguarding policies, including those pertaining to children and vulnerable adults.

The founder of the Society, Blessed Frederick Ozanam, was a devout Christian and his legacy of spirituality remains a key element of the make-up of every Conference within the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. You are not required to take part.

Purpose of the Role

The purpose of role is to provide administration support to the East Regional office team for the Christmas Appeal 2024. SVP’s annual appeal attracts gift cards, vouchers, toys and food from donors across the East region (Dublin, Wicklow and Kildare).

Guidance and Authority

The post holder is expected to operate with considerable autonomy, referring matters to their line manager when significant resistance is encountered in implementing good practices or policies, when actions may place stakeholders such as children, vulnerable adults, scheme participants, volunteers, or the Society's reputation at risk, or when decisions could substantially impact the workload of others.

Principle Accountabilities

The role holder will be responsible for:

Christmas Appeal Administration

• Assist with the administration of the Christmas Giving Appeal.

• Coordinate the intake and tracking of gift cards and vouchers for Finance and Audit purposes.

• Ensure gift cards are secured in the safe daily.

• Maintain an Excel tracker of donated gift cards for Finance.

• Attend team meetings as requested.

Assistant with Christmas Warehouse Management & set up:

• Record, track and maintain distribution records for donated toys, food and other goods.

• Maintain a register of volunteers (Members) visiting the warehouse and ensure warehouse safety procedures are followed.

• Respond to emails and assist with the coordination of collections and deliveries.

• Supervise volunteers in the Christmas Warehouse, ensuring Health and Safety inductions are completed and signed paperwork is stored centrally.

• Work as part of a team to monitor the Christmas@svp.ie email account, responding to or redirecting emails in line with agreed protocols.

• Prepare goods for distribution, including Wordpower packs, and assist with blue envelope administration.

Church Collections and Treasurer Communications

• Assist with preparing and sending packs to Conferences, including collection buckets, tap-todonate equipment and bibs, as requested.

• Monitor and track stock levels of collection materials and equipment.

• Assist with receiving and acknowledging donations, providing administrative support as required.

• Assist the Treasurer Support Officer with posting annual finance report books to Conference Treasurers, if required.

Challenges

There are a number of challenges in this role, largely determined by the scale, complexity, voluntary nature and high levels of local autonomy with the Society.

• Ensuring confidentiality at all times

• Ensuring a friendly and supportive atmosphere at all times.

Other Information

In addition to the duties and responsibilities listed above, the job holder may be required from time to time to perform other duties as deemed reasonable and necessary by the employer.

The job holder may also be required from time to time to work or attend training/meetings at another location. As much notice as is reasonably practicable will be given of any such requirement/ change.

Employees are responsible for notifying their manager in writing of any statutory rest period or break to which they are entitled to and were not able to avail of on a particular occasion and the reason for not availing of such rest period or break within one week.

Education, Experience, Knowledge and Skills Required

Education

• The job holder should be educated to Leaving Certificate level, however an office administration / secretarial or computer course would be beneficial.

Experience

• Previous experience administration and working in a busy office environment.

• Experience of working in a warehouse/order fulfilment setting (desirable).

• Understanding of financial controls and reconciliation (desirable).

Skills

• Excellent IT skills, including Excel and MS Word.

• Excellent communication skills face to face, by phone and via written communications.

• Strong team play with the ability to prioritise workload in line with objectives.

Knowledge

• Knowledge of the Society and of its mission and values.

• Knowledge of needs and issues of the poor and disadvantaged.

Other

• Health and Safety Training & Manual Handling Training (role involves some physical work regarding stock control).

The person must also demonstrate the following personal attributes:

• Be honest and trustworthy

• Be respectful

• Be flexible

• Demonstrate sound work ethics

• Confidentiality

• Other