Early Onset Parkinson’s Disease is hiring a part-time Office Coordinator.

  • Closing Date: 19/02/2025
  • Contract: 3 days / 21 hours per week 
  • Reporting To: Board 
  • Primary Location: Remote working; some in-person when required for meetings/workshops

To apply, please submit your CV and Cover Letter (maximum one page), in Microsoft Word format, outlining how your motivation, experience and skills fit this role profile. Please make your application for the attention of Joe Condon at the following email address: volunteer@eopd.ie.

Description

The main duties are to help manage the daily operations of EOPD.IE and perform some administrative tasks. The role will focus on providing proficient administrative and operational support to our team and also assistance to our membership. The post-holder will undertake general administrative tasks ensuring the EOPD.ie team has adequate support to enable efficient and effective consultancy.

Role and Responsibilities

Members Support:

  • Serve as a point of contact for general members’ inquiries and requests promptly and professionally.
  • Provide accurate and up-to-date information to members regarding EOPD.IE services.
  • Keep abreast of any affiliated bodies for which EOPD.ie is a member, i.e The Wheel, Neurological Alliance Ireland, Parkinson’s Europe.
  • Support EOPD in managing and administrating key events in advertising, updating social media and the EOPD website, and communicating with members.

General Office Administration:

  • Serve as the first point of contact for member inquiries, incoming calls, and requests.
  • Answering queries and providing accurate, timely information (FAQs).
  • General administrative support for the EOPD.ie Team concerning duties assigned.
  • Assist with preparing and maintaining contracts, agreements, and other documents.
  • Support the Chairperson, Secretary, Treasurer, and the Sub-Committees with key day-to-day activities of EOPD.ie.
  • Regular input to, updates of, and management of the various EOPD.ie databases.
  • Support the EOPD Board of Directors/Trustees in the following areas: scheduling meetings, managing calendars, and handling correspondence.
  • Liaising with EOPD.ie members, facilitators, venues, etc. regarding requirements for approved events.
  • Attendance at online and on-site conferences and events, representing EOPD.ie.
  • Ensure EOPD policies and procedures are consistently updated and compliant with new regulations.
  • Identify opportunities to streamline administrative processes and improve EOPD.ie’s overall efficiency.
  • Develop and implement new procedures to optimize workflow and resource allocation.
  • Support regulations and help to manage compliance.
  • Provide support for the Administration of the EOPD.ie Community Grant program.
  • Review documents for consistent formatting, and manage the signature process, liaising with the Operations Committee to ensure all documents are compliant with EOPD.ie processes.
  • Support new EOPD.ie members and Board members through the onboarding process.
  • Create requests for approval of invoices.

Administration and Compliance

(under the direction and supervision of the Company Secretary)

  • Administrative support for maintaining the register of any members, the register of trustees/directors, and secretaries, the register of trustees’ and secretary’s interests.
  • The filing of governance/lobbying returns for anyone who meets with government entities.
  • Filing of returns for meetings with government bodies in January, April, and September of each year.
  • Being familiar with the charity’s governing document, the legal responsibilities of charities under the Charities Act 2009, and the charity’s internal governance rule.
  • Helping to ensure that charity trustees file all relevant statutory returns and information with the Charities Regulator (e.g. annual reports, changes to the charity’s details and/or trustees’ details).
  • Keep on file the Code of Conduct for each member and ensure renewal every three years.
  • GDPR policy to ensure that EOPD documents are compliant.

Board Meetings

  • Gather documents, send out agenda.
  • Schedule BOD/Trustees meetings annual calendar and submit to members.
  • Work with the Board Chairperson to circulate Board meeting minutes to Board members/Trustees.
  • Arrange venue/room for BOD meetings and the annual AGM.
  • Designated secretary to the existing sub-committees.

Marketing and Communications:

  • Publish EOPD monthly newsletter.
  • Facilitate effective communication through the EOPD monthly newsletter to volunteers and members.
  • Prepare and distribute regular action plans, and updates for website, social media, and member reports.
  • Develop client-facing communication materials, including EOPD.ie newsletter.
  • Support the drafting and editing of correspondence to external stakeholders such as governmental bodies, Authorities, and organisations on EOPD.ie’s behalf.

IT :

  • Point of contact & escalation for any issues related to the functioning of the email system, the EOPD website, and social media accounts.
  • General operation and support for IT systems where needed.

Qualifications and education requirements

To succeed in this role, you will have:

  • Previous experience in an administration, operations, or communications role.
  • High level of computer literacy including experience using software such as Microsoft Office, PowerPoint, Excel software, and/or other similar packages. (Canva, Mailchimp, and WordPress would be a plus.)
  • Excellent interpersonal and communication skills both in and outside of an office environment.
  • A positive, can-do attitude and ability to be versatile and work as part of a small team.
  • Excellent time management skills with the ability to balance and prioritise workload.

Knowledge & Experience

  • A minimum of 2 years experience in an office administrative or operations role.
  • Outstanding organisational abilities.
  • Excellent interpersonal and communication skills.
  • Experience in the Not-for-Profit / Charity Sector is a plus.

Competencies

  • Strong organisational skills combined with excellent emotional intelligence.
  • Attention to detail.