Job Opportunity: Office Administrator / Office Manager
The Irish Federation of University Teachers (IFUT) is seeking a highly organised and proactive Office Administrator / Office Manager to contribute to the effective functioning of a vibrant and dynamic trade union organisation.
Your work will support our members across the higher education sector in Ireland and help advance our mission of representation and advocacy.
Key Responsibilities
* Oversee daily office operations, ensuring a well-organised and efficient office environment.
* Ensure adequate stocks of stationery and office supplies.
* Organise logistics for meetings, including room bookings, travel, catering, calendar invites and accommodation for staff and members.
* Maintain responsibility for communications between the IFUT Head Office and our Executive Committee and other Committee members.
* Monitor and respond to emails; redirect queries as appropriate.
* Liaise with IT support and maintain an inventory of IT equipment.
* Handle incoming and outgoing post, ensuring timely scanning, filing, and distribution.
* Manage petty cash transactions and maintain accurate financial records.
* Oversee day-to-day financial operations, working with Bookkeepers, Accountants, and Auditors to ensure timely completion of accounts.
Staff Support
* Coordinate with external salary and pension support providers.
* Maintain staff records, including annual leave and sick leave.
* Provide administrative support to the General Secretary and staff as required.
Membership Management
* Maintain and update the membership database, ensuring accuracy of Direct Debit and DAS payments.
* Develop professional relationships with payroll departments across member sections.
* Process membership applications efficiently and prepare reports for General Secretary on trends.
* Prepare and distribute newsletters and be responsible for maintaining accurate member contact lists.
* Collaborate with branches to manage accounts and organise expense payments for members.
* Maintain and utilise an organising database to support membership organising.
Trade Union & Governance
* Ensure timely payment of affiliation fees to partner organisations.
* Assist the General Secretary in arranging the Annual Delegate Conference (ADC) in compliance with IFUT rules.
* Prepare agendas, minutes, and documentation for Council, Executive, and ADC meetings.
Additional Responsibilities
* Represent IFUT on approved matters of interest as delegated by the General Secretary.
Qualifications and Skills
* Proven experience in office administration, management, or a similar role.
* Familiarity with financial systems such as SAGE and experience working with external auditors and accountants.
* Excellent working knowledge of the MS package.
* Strong organisational and multitasking abilities.
* Excellent written and verbal communication skills.
* Experience in trade unions or non-profit organisations is desirable but not essential.
Why Join IFUT?
Joining IFUT means becoming part of a team that is passionate about making a difference in the higher education sector.
You will contribute to meaningful work supporting our members and advancing equality and trade union issues.
This role offers a chance to grow professionally while making a tangible impact.
Benefits
* Competitive salary aligned with the University College Cork (UCC) Grade 5 AScale.
* Generous employer pension contributions.
* 25+ days of annual leave.
* Additional benefits appropriate to a senior role.