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Office Administrator/ Venue Host

 

Office Administrator/ Venue Host

Reports To:

Manager

Job Overview

The role encompasses a spectrum of responsibilities across customer service, front of house duties, maintaining accounts and archives, maintaining and introducing the exhibits, updating social media and event promotion, liaising with the board and volunteers, and performing general duties.  The office administrator will provide support and assistance at all times to the Company Manager and Board coordinator – and may deputize for him/her as the occasion demands. They will be required to support development and implementation of marketing plan.

Responsibilities and Duties

The holder of this position will be responsible for:

  • Opening and securing the venues
  • Ensuring that daily safety and security procedures are followed
  • Ensuring that the exhibits are visitor ready on a daily basis
  • Dealing with communications by phone, letter and email both inwards and outwards and keeping the Board informed of correspondence 
  • Welcoming visitors to the venues and interacting to add value to the visitor experience, keeping oneself informed on Local Historical sources.
  • Providing a daily update to the Board members and circulating the Management Committee members and general membership as appropriate
  • Maintaining a diary and recording all appointments, meetings and events
  • Maintaining accounts in manual and digital format, lodging monies, reconciling bank statements, issuing invoices and receipts, providing regular financial updates to the Treasurer
  • Maintaining files and archives for reference 
  • Updating Facebook, Twitter and website, promoting community engagement and ensuring timely promotion of events and heritage
  • Recording and replenishing stock and stocktaking.
  • Working cooperatively as part of a small team with Company Manager and Board Coordinator in planning, supporting and reporting on Company activities in line with Board direction.







Essential Requirements:

 

  • A good level of general education is required – good literacy and numeracy skills
  • Accomplishment in a customer focused environment, coupled with experience of office administration and book-keeping skills  
  • Proficient IT and social media skills
  • Proven teamwork and interpersonal skills

 

Desirable:

 

  • Interest in history, heritage and the arts and motivation to learn more
  • Experience, including as volunteer in community development

 

Location:

 

Carlingford (main office in Carlingford Heritage Centre)

Terms:

This post is offered on a 12 month, 39 hours per week basis and can involve weekend work.  Its continuance is subject to funding from our funders.

Remuneration: Community Services rates apply

Applications: 

  • Applications must be made by way of application form with cover letter to The Chairperson, Carlingford Heritage CLG, Carlingford Heritage Centre, Carlingford, Co Louth.  Three copies of the completed application form to be provided.
  • Closing date for receipt of applications is 20th December at 1pm.  No late applications will be accepted.
  • Job description and application form are available on www.carlingfordheritagecentre.com/careers
  • Interviews will be held on 15th January  2020 in the Station House, Carlingford.
  • Please note this post may be subject to Garda Clearance.
  • Carlingford Heritage CLG is an equal opportunities employer.
  • This project is supported by the Department of Rural and Community Development and Pobal through the Community Services Programme.

Note to interested applicants:

Carlingford Heritage CLG use a competency base assessment system and a ranking and/or short-listing exercise may be carried out on the basis of information supplied in your application form.  The criteria for ranking and/or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge of this job specification.





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