Table Tennis Ulster

Irish Table Tennis Association (Ulster Branch)

JOB DESCRIPTION

Post Title: General Secretary/Administrative Officer

Reports to: Chair TTU

Salary: £14,000 per annum pro rata

Hours of work: 12 hours per week (TBC)

Flexible working hours will be negotiated by mutual agreement and may involve some weekends.

Contract Duration Fixed term post to March 2015 (maybe subject to extension)

Based at: House of Sport, 2a Upper Malone Road, Belfast, BT9 5LA

Background:

The Administrative Officer will provide support for the organisation and its activities. The role requires excellent keyboard skills and a thorough knowledge of Microsoft Office. Good communication skills and an excellent telephone manner are essential. You will be required to work on your own initiative and as part of a team.

Main Areas of Responsibility:

1.  To provide secretarial and administrative support to the Branch Officers and TTU staff, including Word Processing, document preparation, photocopying, taking minutes, compilation and dissemination of information.

2.  To deal with correspondence and telephone queries concerning Ulster Branch business.

3.  To carry out administrative duties required for the organisation of tournaments, including the preparation of entry forms, dissemination of competition information, recording of entries and receipt of monies.

4.  To maintain records as required, including press information, concerning ITTA (Ulster Branch) activities and events.

5.  To manage receipt of monies and keep financial records updated on the ITTA (Ulster Branch) accounts using the Branch accounting system.

6.  To maintain a register of affiliated members and assist in the administration of the Branch affiliations.

7.  Maintain a register of coaches

8.  To assist in the organisation and running of tournaments and organisation trips and other Branch events as required.

9.  To liaise with other organisations, including the Sport Northern Ireland concerning ITTA (Ulster Branch) business as required.

Any other duties as required.

Salary:

Salary will be paid monthly in arrears at the end of each calendar month.

Table Tennis Ulster

General Secretary/Administrative Officer

Personnel Specification

Attribute / Essential / Desirable
Qualifications / *5 GCSEs at Grade C or above including Mathematics and English (or equivalent). / **At least 1 A Level (or equivalent).
**A third level qualification (or equivalent).
Previous experience / *1 years full time (or part time equivalent) administrative experience in an office environment.
*Demonstrable experience utilizing computer or information systems and Microsoft office.
Demonstrable experience of working under pressure and to strict deadlines in an office environment. / **1 year’s full-time (or part-time equivalent) administration experience in a sporting/recreation/ voluntary environment.
Experience of producing materials for distribution (flyers, leaflets, etc).
Knowledge / Knowledge of basic sports philosophy and objectives.
Skills / Ability to be self-motivated, resourceful, work on own initiative in a flexible and co-operative manner.
Excellent organisational skills, numeracy, accuracy and attention to detail.
Effective interpersonal, written, and oral communication skills.
Ability to manage a variety of tasks simultaneously.
Be approachable, helpful and friendly / Ability to work with and liaise with staff and volunteers effectively.
Other factors / *Willingness to occasionally work out of normal office hours

All posts are made subject to receipt of satisfactory references and Access NI checks. Please note: Only those applicants who clearly demonstrate relevant achievement, experience, knowledge and understanding of the essential criteria marked * will go forward to the next stage in the recruitment and selection process. The panel reserves the right to enhance criteria to facilitate short-listing.

1