Job Description JOB TITLE: Regional Co-­‐ordinator JOB HOLDER: Vacant REPORTS TO: Regional President Indirect reporting relationship to National Secretary at National Office REGION: Mid-­‐West LOCATION: Upper Hartstonge Street, Limerick DATE OF JOB DESCRIPTION: December 2015 1. PURPOSE OF THE JOB The prime purpose of the Society’s Mid-­‐West Regional Office is to support the core work of Regional and Area Presidents, and through them our Conferences and Members on the ground. Responsible for the day to day efficient operation and management of the Regional Office and line management of Regional Office staff, and other such staff as required. The Regional Office performs the function of an administrative centre to support the core work of the Society. The Regional Co-­‐ordinator, as directed by and in consultation with the Regional President, is responsible for the provision of administrative support in line with established operating standards, having due regard for regional priorities, national policies and the underlying ethos of the Society. He/she will support the Regional President in the operational and strategic development of the Region and assist in the implementation of associated operational plans. 2. ENVIRONMENT OF THE JOB The SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 12,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. SVP employs people to support volunteers in a variety of settings including housing and hostels, community care, shops, administration and other specialist areas. The role is based in the Regional Office in SVP, Lower Hartstonge Street, Limerick and is part of a team. Given the diverse nature and size of the Society, there is a requirement for the job holder to be flexible in their approach to ensure the needs of the organisation are met. There will be a need to assign additional /alternative tasks or duties dependent on the needs of the Region and will be within the job holder’s capabilities. There is a strong requirement to work in the spirit of collaboration with other colleagues, paid and volunteer. The Mid West Regional Office is responsible for Limerick, Clare and Tipperary. It has many conferences that encompass a Resource Centre, Hostels and retail outlets. 3. GUIDANCE AND AUTHORITY The job holder will report directly to the Regional President, who is the line manager. In addition, the job holder will have an indirect reporting responsibility to the National Secretary at National Office. The Regional Co-­‐ordinator is the line manager for the Membership Support Officer and the Information Support Officers. The Regional Coordinator for the Mid-­‐West Office is also the point of contact with National Office/Shared Services, notwithstanding other dotted line reporting arrangements. The post holder is expected to operate with considerable autonomy. The nature of matters referred upwards are those:-­‐ § Where significant resistance is experienced in the development of good practice and implementation of policy. §
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Where practice or proposed practice places Stakeholders (e.g. a child, a vulnerable adult, members, employees, the reputation of the Society) in a position of risk. Where a decision will have a significant impact on the workload of others, particularly within the Regional Office, Areas, Councils and Conferences. The post holder is a key point of contact for the National Office §
4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES HOW ACHIEVED 1. Support for Regional President, Regional • Provide support to the Regional President to enable the Board and Regional Council. core work of Regional and Area Presidents, and through them our Conferences and Members. • Meet regularly with the Regional President by way of updating on Region’s activities. • Attend Regional Meetings as required. • Keep the Regional President informed of developments within the Region and by presenting reports on the works, membership and finances of the Region in preparation for Board and Regional Council meetings. • Liaison with Area Presidents and Area Councils. 2. Area Development • Assume responsibility for the support of Members throughout the Region utilising the MSO resource. • Provide advice to Area Presidents/Membership Support Officer to draft and implement their area plans. • Ensure the provision of management information for both Regional and National needs. • Liaise with Membership Support Officer/Trainer on membership needs, including the training needs of Members in the Region. • Provide advice to Area Presidents in Conference development, opening new Conferences, facilitating the closing of existing Conferences, amalgamating Conferences, altering activities and / or areas of geographical responsibility • Advise on SVP policy in relation to capital projects and assist in the preparation of proposals to both Regional Councils and National Management Council. 3. Client Engagement and Information • Ensure that those who seek our assistance are engaged Management with in a friendly and efficient manner. • Ensure that all necessary information is taken and passed on to the relevant Conference in an accurate and timely fashion. • Gather, record, store, distribute and dispose of data/documentation in line with SVP's Data Protection Policy. • Maximise the use of the SVP CRM within the Regional Office -­‐ data inputting, regular data and report generation. 4. Development of work of Society in the • Support the Region in the implementation and co-­‐
Region ordination of new initiatives. • Liaise with Co-­‐ordinators from other SVP Regions and work jointly, where appropriate. 5. Property/Projects • Ensure those involved for all projects are aware of the relevant SVP policy. • Co-­‐ordinate reports needed by Regional President in •
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6. Role re Members : Provide direction and support for the overall work of the Membership Support Officer (M.S.O.) •
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7. Support the implementation within the Region of all relevant SVP Policies and Procedures 8. Fundraising •
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9. Social Justice and Policy 10. Finance and IT •
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relation to all Special Works working with Special Works Regional Managers, where applicable. Maintain schedule of properties and advise regional board of any acquisitions, disposals, or other property related issues e.g. vesting of properties. Collating insurance details of all regional properties and advising the Regional Board of any insurance related issues, such as renewal dates, potential /pending claims, etc. Maintain file on all legal matters within the Region and liaise with the appropriate section in National Office, as required. Provide oversight of M.S.O. activity to ensure alignment with both National and Regional requirements. Oversee the production of monthly membership reports for both Regional and National needs. Liaise with the Regional Training Co-­‐ordinator and Membership Support Officer to devise the regional training calendar to ensure adequate resources available/work planning. Ensuring appropriate and timely communications with Members. Support for training / recruitment initiatives. Ensure they co–ordinate the promotion of the Society through the newsletter, bulletin and website. Ensure all queries are responded to in a timely and appropriate manner. Ensure the dissemination of Society literature. Be familiar with all relevant Policies and Procedures. Advise Region on changes to any Policies and Procedures. Provide regular communication with key personnel at National Office/Shared Service. Report all breaches of SVP policy to relevant Officer Holder / Function Head immediately. Ensure adequate resources to process the receipt of all regional donations in a timely and appropriate manner. Provide advice to the Regional Board in the implementation of the National Fundraising Strategy on a Regional basis. Participate in national fundraising initiatives in liaison with National Head of Fundraising. Provide support on established regional fundraising events. Maintain and encourage CHY3 Scheme. Ensure that procedures are in place for the collection of relevant information relating to calls for assistance to the Region via the CRM system. Liaise with National Social Justice team as required. Ensure liaison with the Regional Treasurer that management, annual and audit accounts are produced in line with SVP policies, legal requirements and best practice. Review of the annual reports of Conferences and Area Councils to ensure accuracy and completeness, liaising •
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11. Line Management •
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12. Communication •
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with Conference Treasurers to ensure that these reports are submitted in accordance with national deadlines, annual reconciliation of regional inter-­‐conference transactions, and year end balances. Assisting National Office/Shared Service with annual National Audit process and liaising with Conferences on specific issues arising from this process. Assisting the Regional President and Regional Treasurer in the preparation of Annual Regional budgets and submission to National Office in accordance with National deadlines. Assisting with arrangement of internal / external Conference audits, as required. Assist Regional Board in relation to government grants and service level agreements. Payroll and authorisation for immediate reports. Pension administration for immediate reports – new entrants and leavers. Ensure banking, EFT, cheque runs, lodging and acknowledgment /receipts, as required. Assist with financial training and support. Ensure all accounts inputted on Agresso System. Day to day line management /performance management of Regional Office staff and other staff as appropriate. Liaise with HR Service Partner/ National Shared Services on employment related matters. Support for recruitment of Regional Office staff in conjunction with HR Service Partner. In the absence of Regional President / PR Spokesperson, or a suitable Member, provide support in relation to media enquiries / interviews on radio and TV. In the absence of suitable office holder, represent SVP on statutory / non statutory groups, as required. Provide support to Special Works in Region until such time as National Special Works Roles are fully established. Conduct handover to National Special Works Roles, as directed. Oversee in conjunction with the Regional President the embedding of the new National and Regional structures. 15. To continually reassess the operational By addressing any areas of concern, in conjunction with risks inherent in the business, taking Line Manager. account of changing economic or market • To undertake other duties appropriate to the post, which conditions, legal and regulatory may evolve as the role progresses. Such tasks may include requirements, operating procedures and conflict resolution, dealing with, or facilitating, the practices and any impact of management resolution of complaints. restructures / new technology 5. CHALLENGES There are a number of challenges in this role, largely determined by the scale, complexity, voluntary nature and high levels of local autonomy within the Society, in particular: • Acceptance of a dynamic, complex, national, membership organisation and an understanding of how this both contributes to and constrains the work. •
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Resilience and persistence in the face of barriers and organisational roadblocks encountered when trying to progress work and projects. Fluctuating demands in calls for assistance. 6. OTHER INFORMATION The post is located in the Regional Office in Hartstonge Street, Limerick. However, the Job Holder will be required to travel throughout the Region, and also attend national meetings elsewhere in Ireland. The Job Holder must be available for some weekend and evening work. The Post Holder will liaise with relevant personnel / departments at National Office and Shared Services. Given the number of roles within the Regional Office, the Job Holder will be required to be flexible and provide cover/assistance for other roles as required. The Society reserves the right to review and update this job description dependent on the needs of the organisation. 7. KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL OF EDUCATION • The Job holder should ideally be educated to Degree level, or equivalent, in a business / administration / financial related subject KNOWLEDGE • A knowledge and appreciation of the Society, its ethos, mission and values. • Knowledge of needs and issues of the poor and disadvantaged. EXPERIENCE • At least 5 years management / administrative experience, ideally some of which will have been gained in the community / voluntary sector. • Ability to use initiative. • Experience of managing others and building teams. • Change management experience. SKILLS • Excellent communication and interpersonal skills, both written and verbal, in individual and group situations in a professional manner. • Good accounting skills. • Proficient in IT – MS Word, Excel, PowerPoint, CRM system. • Excellent organisation skills. • Ability to work on own initiative, and as part of a team. • A positive outlook, with resilience and persistence in the face of barriers and setbacks. • An ability to establish and foster excellent working relationships with many different people across different functions and locations. • Project management skills. • An ability to write reports in a clear, concise and structured manner. • An ability to display empathy, patience and a well-­‐developed sense of humour. 8. MAIN TERMS AND CONDITIONS Contract type: Permanent contract Hours: 37.5 hours per week Pension: 5% employer contribution 5% employee contribution Salary: €55,000 p.a. 9. Regional Coordinator Organisation Chart Regional President Regional Co-­‐ordintor Membership Support Officer Nahonal Secretary (Doied Line Report) Informahon Support Officers The information contained in this job description is a true and accurate reflection of the job as at the date specified. I have received a copy of this job description: Job Holder: Name: ____________________________ Date: ______________ Line Manager: Name: ____________________________ Date: ______________