Job Description

Office Manager – Ireland and Scotland Hub

Work Location:Belfast

Who we are

Open Doors is a Christian charity that is looking to recruit active, practising Christians to help meet the growing needs of the persecuted church worldwide.

Hostility, violence and abuse of Christians around the globe is on the increase. Open Doors works in over 50 countries to ensure that those facing such persecution are not forgotten, but can stand strong to serve their communities and give life.

Job summary

The Office Manager will actively lead, manage and deliver high quality administrative and secretarial functions within the Open Doors Ireland & Scotland hub located in Belfast, serving the ministry throughout Ireland and Scotland. Your leadership in the spiritual life of the ministry will impact how you develop and execute the function of the hub and its development.

About the team

You will report to the Ireland and Scotland Director and work closely with other members of the team, including the Church Relations Managers for Ireland and for Scotland. Direct reports include the Inspire Team member and the Ireland volunteer team. Other working relationships include the wider Open Doors team at the UK Head Office.

Hours

37.5 hours per week. Usually 9.00am to 5.00pm Monday to Friday. This position involves some evening and weekends at conferences and events for which TOIL (time off in lieu) may be claimed.

Responsibilitiesandrequirements

A)Management andAdministrative Tasks

Ensure the efficient, effective and professional management of the Ireland and Scotland Hub, utilising all aspects of Microsoft Office software, Skype and Office Communicator. Use business and management skills to provide essential, prayerful expertise in the operation of the hub and spiritual and skill development:

undertaking, provide and manage administrative and secretarial duties;
maintaining accurate records of individuals, churches and Christian groups who are associated with Open Doors in Ireland and Scotland;
organising the office systems to ensure ease of retrieval of information and documents;
ensuring security and confidentiality of data;
managing designated projects as agreed with the Ireland and Scotland Director;
processinggift returns including banking, data processing and writing letters;
collating and processing monthly data ensuring deadlines are met;
managing Inspire Team member, ensuring Inspire process is implemented to a high standard;
managing and maintainingpetty cash and Visa records, banking, etc;
managing all aspects of one-to-one communication with our supporters and volunteers, including but not limited to, telephone, email, post, face-to-face;
maintaining a diary of all meetings and ensuring all associated administration is completed;
ensuring the office is supplied with all necessary resources, and all legitimate requests for help and resources are efficiently dealt with;
maintaining and managing accurate records of resources and equipment;
attending and servicing meetings as appropriate;
developing a specialism to contribute to the team’s overall effectiveness while prioritising and managing workload.

B)Events and Conferences

Manage and maintain executive schedules, appointments and travel arrangements to make effective use of the staff time, including diary management. Set up meetings/telephone calls and speaking engagements for the team:

contributing to the strategic development of Open Doors’ ministry in Ireland and Scotland seeking to develop new and creative key events;
working alongside the Ireland and Scotland Director, helping tp develop and maintain a high profile in the Christian arena through local media and events. This to include attendance at various types of pre-arranged events and exhibitions to maintain or create influence through high profile involvement;
contributing to developing participation in and partnership with key events/ministries, including prayer and seeking spiritual guidance.

C) Other

To build strong, warm and supportive working relationships with the staff team and volunteers as well as all those who seek the services of the Open Doors Ireland and Scotland hub.
While not part of the main duties, the postholder may be afforded opportunities to attend and participate in deputation, as and when appropriate.
Travel bi-annually with Open Doors
Contribute to the prayer-based foundation of Open Doors UK, including contributing to and leading daily devotions

Applying your Christian faith to this role

There will be many ways you can apply your Christian faith in the context of Open Doors. The list below gives some of the expectations of this role but is not exhaustive or intended to limit you:

  1. Contributing to and leading daily devotions (this can be for the whole team or just smaller, departmental groups)
  2. Participating or leading meetings, retreats, days of prayer and fasting
  3. Committing to private prayer for the work associated with this role, your direct reports and closest colleagues
  4. Working in such a way so as to reflect biblical principles of leadership and service
  5. Applying biblical principles of godly stewardship to operational responsibilities
  6. To be open and obedient to God’s voice and direction in relation to any strategic matter and to always seek His will above all else.

The above job description is a guide to the work the job holder may be required to undertake but does not form part of the contract of employment and may change from time to time to reflect changing circumstances.

Limits of authority

To operate within the ethos and aims of Open Doors, adhering to budget parameters and the Open Doors’ confidentiality agreement.

Who you are

You will demonstrate the following essential criteria for this role:

Competency

Educated to A’ level or equivalent
Experience of working in a customer service environment
Experience of extensive use of the telephone
Computer-literate with a working knowledge of MS Office and a Database
High level of accuracy and attention to detail especially in relation to data input
Experience of working consistently with operational processes
Self-motivated and the ability to meet deadlines
Able to prioritise and manage several tasks simultaneously
Excellent interpersonal skills and ability to deal with a wide cross- section of people
Experience of handling feedback and complaints
Experience of working in a team
Ability to learn information quickly and then share it or advise on it with others

Character

Ability to work effectively under pressure, to ensure standards and deadlines are met
Excellent integration within a team
Ability to inspire, encourage and value others, including using active listening skills
Ability to befriend people
Excellent verbal and written communicationskills and proven ability to communicate and relate effectively todifferent target audiences
Commitment to organisations worked in(or volunteered for) and reliability and consistency
Highly motivated, proactive and enthusiastic
Responsible and mature outlook
Ability to lead devotions and prayer

Calling

Demonstrate broad understanding of the church / Christian community throughout the UK and Ireland
Experience of prayer ministry
Be able to work extended hours (on a rota) and occasional weekends

Chemistry

A team player able to work with a diverse group of people
Able to reflect Open Doors’ core values

In addition, it would be beneficial for you to demonstrate the following:

Broad knowledge of international Christian issues
Experience of the persecuted church or knowledge of it/interest in it

Enhanced disclosure information may be requested from the DBS in the event of a successful application.

Office Manager, Ireland & Scotland HubPage 1 of 5July 2017