04/03/2020
YWCA Coolnagreina
Role Description: Part Time Manager’s Assistant (Greystones)
Job Title: Manager’s Assistant
Reporting to: The Development and Operations Manager of YWCA Coolnagreina or his/her representative(s).
Hours per week: Minimum 25 hours per week, typically Monday to Friday mornings 8.00am to 1.00pm (the role will require some flexible working with additional hours).
Ethos of the YWCA: YWCA Coolnagreina is a local branch of YWCA Ireland, a registered charity with a Christian ethos, that aims to empower women in their leadership, Christian faith and human rights.
Job summary: Working as part of a team, the Manager’s Assistant will support this ethos by assisting the Development and Operations Manager in providing guest interfacing services, taking responsibility for reception duties, housekeeping organisation and housekeeping supervision.
Key Responsibilities:
• Cover for manager: Provide cover for the Development and Operations Manager. Learn all aspects of the Development and Operations Manager role to ensure Coolngareina remains fully operational in conjunction with the General Support Worker.
• Welcoming and engaging group leaders to foster long term productive relationships, ensuring that their current and future needs are met. This may mean greeting guests or supervising mealtimes when guests are present.
• Planning, organising and direction of guest-facing operations, with a specific focus on reception and primary responsibility for all individual bookings.
• Developing plans for improvements in facilities and quality of the service we provide, both short term and long term, to enhance guest experience. Working towards reducing environmental impact by researching eco-friendly products and waste reducing methods.
• Budget: Manage purchases and staff hours against budgets, as set by the Development and Operations Manager, to ensure effective control of costs.
• Compliance: ensure compliance with all relevant legislation, health and safety guidelines and attend training sessions as required. Train as trainer where possible e.g. Manual Handling. Maintain staff records.
• Accounts: Ensure that the accounts software is kept up to date with all sales and purchase invoices including VAT details. Reconcile with bank account on a regular basis.
• Staff supervision: The recruitment, direction, adequate supervision and development of housekeeping staff, including the setting and monitoring of goals and objectives. Organising additional casual staff to assist regular team as needed. Maintaining staff morale through team building activities.
• Communication: Liaising with manager and other staff, contractors and everyone using premises to ensure that all operations run smoothly and safely.
• Specific duties - A further list of specific duties is available on request.
Person specification
The ideal candidate will be:
• Able to promote and maintain a positive team spirit
• Highly organised
• Personable and friendly
• Calm under pressure
• Able to engage well with all guests, approachable and attentive
• Able to build rapport quickly
• Able to inspire, coach and direct staff to achieve results
• Able to work as part of a team, being aware of other staff members and their needs, and being flexible at all times
• Able to use his/her own initiative
Essential Qualifications and Experience
• At least two years’ administrative experience including using software packages (e.g accounts or booking systems)
• Fully conversant with Microsoft Excel and Microsoft Word
• At least two years’ experience of managing staff
• At least two years’ experience in a customer facing role
Desirable Qualifications and Experience
• Experience working in a charity, hospitality, women’s or faith based context.
Application details:
To apply for this position, please send the following by email to [email protected]
1. Cover letter outlining your suitability for the post and reason for applying as well as full contact information (Word or PDF version)
2. Full Curriculum Vitae (Word or PDF version)
The closing date for receipt of applications is Wednesday 11 March 2020. The YWCA of Ireland is an Equal Opportunities Employer.
