Project and Administrative Support

Key Responsibilities

1. Project Administration

Providing administrative support to Project Leads on a range of projects in the island of Ireland including but not limited to:

• Assisting in developing project task plans and follow-up activities.

• Working with project leads and corporate services to ensure the successful onboarding of new client funded projects, in accordance with CES guidelines.

• Supporting project leads in managing project budgets and income recognition through the life cycle of the project. This includes supporting monthly project budget reports which monitor actual and forecasted time and costs vs budget and ensuring that third party project costs and expenses are recorded in our time management system.

• Support senior managers and project leads in updating project and staff forecasts in our system to ensure real time accurate information is available on future staff team capacity and the tracking of individual projects vs budget.

• Managing invoice timelines and preparation.

• Events management – both online and in venues.

• Gathering and processing data to inform stakeholder reports and the measurement of CES’s key performance indicators.

• Assisting with formatting and production of reports, documents and presentations in Word, Excel, PowerPoint, etc. Maintaining and filing project documents.

• Arranging in-house and online meetings, booking rooms, equipment, and catering.

• Organising travel and accommodation arrangements for team members and associated personnel.

2. General Administration

In addition to their work across project teams, the successful applicant will work closely with the Corporate Services and Finance teams to ensure that project administration complies with regulatory and financial requirements. Responsibilities include:

• Management, oversight and updating of data protection activities in collaboration with Corporate Services Manager using software platform

• Maintaining and updating health and safety policies and procedures to ensure they are compliant with legislation

• Managing phone calls and correspondence (e-mail, letters, deliveries, packages etc.)

• Managing CES office systems and contracts database, including SharePoint, time tracking and expenses system: Harvest - for accurate project reporting and cost tracking (training provided)

• Assisting with HR activities, including supporting wellbeing initiatives and maintaining staff training log

This list is not exhaustive and is likely to change over the lifetime of the contract.

Person Specification

Candidates must demonstrate how they meet these essential skills and experience criteria

Essential Skills / Experience

• Minimum of two years’ experience of working in a busy project support/administration role within a busy project office environment.

• Experience of preparing project documents including action logs, presentations and reports, budget reports, time sheets and invoices.

• High level of proficiency in Microsoft Office Suite - Word, Excel, PowerPoint, Outlook and Teams.

• Experience of working in client focused, service-oriented organisations.

• Highly developed interpersonal skills with an ability to communicate effectively with a wide range of stakeholders.

• Self-motivated, effective team member with the ability to work on his/her own initiative.

• Ability to prioritise work and meet deadlines, while producing work to a high standard.

• Ability to represent the organisation appropriately.

Desirable Skills/Competencies

• Knowledge of public sector and voluntary services for children, young people, families and communities.

• Knowledge of SharePoint document management and Harvest (or other time management software).

Reporting to

Director or senior staff with responsibility for a range of projects.

Contract Term

2-year fixed term full time contract.

Hours of Work

The hours of work will be full-time (37.5 hours per week) Monday to Friday

Location

This position is based in CES’s offices in Dublin. CES is operating a hybrid working model and the post holder will be expected to be in CES offices in Dublin at least once a week. Due to the all-island nature of CES’ work, there will be a requirement to travel from time to time including to CES’s office in Belfast or to other locations in Ireland.

Why apply for this post?

• A competitive salary is offered, commensurate with skills and experience. An indicative range for this role is €34,000 to €42,000.

• 25 days of annual leave

• CES makes a matched contribution of up to 5% of annual salary to a designated pension scheme after completion of a probationary period.

• Access to a range of flexible working options.

• Excellent training and development opportunities.

• Access to a focused employment wellbeing programme.

• Cycle to Work Scheme supported.

• Tax saver travel ticket scheme supported.

• Opportunity to work on projects in other CES locations.

• Opportunity to work towards meaningful social change in the not-for-profit sector.