Outreach Administrative Assistant

Location

Belfast | United Kingdom

Job description

Outreach Administrative Assistant

Location: Belfast, Northern Ireland
Division: Ireland
Travel Overseas: Not Required
Date: February 2024

About Trócaire

Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. We work towards five goals:

• Promote Access to Justice;
• Achieve Climate & Environmental Justice;
• Ensure Women & Girls’ Protection, Voice & Influence;
• Save Lives and Protect Human Dignity and
• Mobilise the Public on the island of Ireland to achieve Global Justice.

Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.

Working within the Northern Ireland team as part of the Ireland Division, the Outreach Administrative Assistant is a member of the Outreach team and will also assist the Donor Services team, based in the Trócaire office in Belfast. The provision of exceptional supporter care is crucial to this role and the ideal candidate will therefore be highly motivated to build and maintain excellent relationships with the full range of Trócaire’s stakeholders. A meticulous, methodical approach to the responsibilities and duties outlined below is crucial.

For the candidate with the required experience and passion for the role, Trócaire offers a competitive package of salary and benefits.

Reporting to the Outreach Manager in NI with dotted line management to the Donor Services lead, this is a full-time fixed term contract for two years and will be based in our Belfast office. A minimum of three days per week are required in the office. For the other working days, an application can be made for hybrid working under our policy and will be reviewed in line with the NI team agreement.

Key responsibilities

• Provide high quality administrative and logistical support for key Fundraising Appeals
• Support Outreach officers with administrative and logistical tasks related to key outreach events including arranging travel, visas, etc., as necessary for any overseas/external visitors to the region
• Assist the outreach team in the management of the volunteer programme including ensuring existing volunteers are adequately supported and resourced and supporting the recruitment process for new volunteers
• Proactively deal with queries from supporters via telephone, email, web and post applying a professional and courteous manner, maintaining the highest possible standards of donor care at all times and in accordance with our Supporter Charter
• Manage relationships with key third party suppliers including mailing and fulfilment agencies to ensure agreed logistical service levels are delivered to a high standard
• Ensure timely and accurate opening of daily post, preparation and processing of donation batches, recording all donations and related details on Trócaire’s CRM platform (Salesforce), and ensuring prompt acknowledgment to donors, within agreed key performance indicators
• Other administrative duties as directed by the Outreach Manager, Donor Services Lead and Head of Region.

Essential Requirements

SKILLS

• Excellent interpersonal skills.
• Excellent written and verbal communication skills.
• Proven organisation and administrative skills, proficient with standard IT packages especially Excel.
• Ability to organise and meet deadlines, work independently, prioritise, and multi-task.
• Excellent attention to detail and accuracy.
• Excellent numeric skills.
• Cash handling.
• Problem solving – ability to resolve queries/complaints as and when they arise.
• Ability to work on own initiative.
• Ability to work as part of a team.

EXPERIENCE

• A minimum of two years’ administration experience.
• Experience using Microsoft Office (Word, Excel, Powerpoint).
• Experience of scheduling.
• Experience of working with a CRM (Customer Relationship Management) system or database like Salesforce.
• Customer service/care experience.

QUALIFICATIONS

• Minimum of 5 GCSEs, Grade C or above, including Maths & English or equivalent and/or relevant courses and certifications.

QUALITIES

• Flexibility.
• Solution-focused.
• Ability to build and maintain effective relationships with colleagues and external stakeholders.
• Enthusiasm and initiative.
• Positive approach.
• Ability to work under pressure.

OTHER

• Experience of working in an office environment.

For further information and to submit your application, click APPLY NOW.

Safeguarding Programme Participants-Children & Adults

Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives.

Diversity and inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Job tags

Salary