Oxfam Ireland - DOC by 5X1P19r3

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Dear Applicant

Thank you for your interest in the position of Administration Manager with Oxfam Northern Ireland, operating
as Oxfam Ireland.

Please find enclosed the following:

   Application form
   Guidelines to complete application
   Job description
   Personal specification
   Terms & Conditions
   Monitoring Form

Please return your completed original application form together with one photocopy to:

Donna McDowell
HR Manager
Oxfam Ireland
115 North Street
Belfast BT1 1ND

Return via e-mail to recruitment2@oxfamireland.org if you wish

Please mark your envelope strictly private and confidential. Closing date for receipt of completed application
                                  th
forms is 12.00 noon on Friday 16 December 2011. Please ensure the correct postage is applied to
returned applications.
                                                       th
It is anticipated that the interviews will be held on 5 January 2012.

Please note that the decision to interview is taken only on the basis of the information you provide on the
completed application form. To assist you in this please ensure you refer to the key competencies in the job
description and the criteria listed in the job advertisement. Oxfam Ireland reserves the right to enhance the
criteria dependent on the pool of candidates. Please note, CV’s will not be accepted.

Thank you for your interest in Oxfam.

Yours sincerely




Donna McDowell
HR Manager




Administration Manager                                 1                                             AMM/11
                                           OXFAM IRELAND
                                          JOB DESCRIPTION

Job Title                Administration Manager                            Pay Band 7
                         (Maternity cover - Fixed Terms until December 2012)

Oxfam Purpose            To work with others to overcome poverty and suffering through the most
                         effective and appropriate means.

Job Purpose              To manage the efficient day to day running of the Belfast office and to ensure
                         that the Corporate Services function provides quality administrative support
                         which enhances Oxfam’s performance.

Reporting to             Head of HR & Corporate Services

Has Reporting to         2 Administrator and volunteers

Location                 Based in Belfast office

Key Activities

1. Manage the day to day administrative requirements of the Belfast and Dublin office’s in support
   of the Head of HR & Corporate Services.

2. Assist and act as back up to the IT resource within Corporate Services including:

    Provision of end-user support and troubleshooting for both hardware and software queries
     and faults
    Provision of induction training regarding Oxfam’s IT system and communication to all staff
     and volunteers of changes to the system as they are implemented.
    Day to day server maintenance and logging of back-ups
    Liaising with external IT services provider and all other related companies

3. Manage the Corporate Services administrative team including staff, volunteers and placements
   in the Belfast & Dublin office including support, recruitment and training.

4. Plan and manage specific aspects of the administration budget as determined by the Head of
   HR & Corporate Services including authorisation of invoices and monitoring costs against
   budget on an ongoing basis.

5. To be responsible for the overall provision of the incoming and outgoing communications in both
   offices including:

     Responding to information requests and complaints
     Taking incoming calls and passing messages/queries to appropriate staff
     Opening mail and ensuring that it is dealt with according to financial procedures
     Dispatching outgoing mail
     Liaising with outside contacts

6. To manage the planning and delivery of Oxfam’s administrative resources in an efficient and
   cost effective manner in both offices, including:
   (a) effective general administrative support to specific departments as required;
   (b) effective maintenance of all equipment and all office facilities and services including
       buildings maintenance, security, fire systems, communication systems and all other office
       services.
   (c) external services liaison and administration for the above, including supplier relationships.

Administration Manager                              2                                        AMM/11
7. In conjunction with the Head of HR & Corporate Services ensure compliance with the required
   Health and Safety legislation and Oxfam’s procedures including carrying out checks, risk
   assessments, fire drills, acting as Fire Officer, regular system checks, basic health and safety
   induction for office staff/volunteers and maintenance of all related records.

8. In conjunction with the Head of HR & Corporate Services liaise with Oxfam’s broker in relation
   to relevant and adequate insurances for the organization.

9. Contribute to Corporate Project work as determined from time to time and directed by the Head
   of HR & Corporate Services.

Key Competencies

 Demonstrable experience of managing administrative procedures in a busy office on a day to
  day basis.
 Demonstrable experience of IT administration including:
      - first level troubleshooting of problems with hardware and software
      - server maintenance, setting up users and changing security
 Proven experience of managing staff and working as part of a team
 Proven experience of managing a budget
 Proven record of strong team leadership with the ability to manager a team.
 Excellent communication (oral & written English) and interpersonal skills
 Proven ability to work on own initiative
 Ability to organise and prioritise work to meet deadlines and work under pressure
 Attention to detail and accuracy
 Flexible, enthusiastic, tactful and diplomatic
 Strong commitment to Oxfam’s mission and values
 High level of IT/Computer skills including excellent knowledge of MS Office and ability to install
  hardware and software.
 Flexible approach to working hours
 Requirement to travel between the Belfast and Dublin offices.

Comments

This job involves taking responsibility for the smooth and efficient day to day running of the
administrative function in the Belfast office and requires working as part of a team in a busy
environment.

This role assists in the provision of Oxfam’s IT/Computer support. The ability to work on your own
initiative is essential. Flexibility is required at times of peak activity. As the post often requires a
response to the public or Oxfam’s many volunteer workers, a courteous and helpful manner is
essential at all times.

Oxfam is an Equal Opportunities employer. We aim to ensure that no staff suffer discrimination on
the grounds of race, colour, nationality, ethnic origin, membership of the traveller community,
religious belief, political opinion, social class or caste, sexual orientation, HIV & AIDS status, marital
status or family situation; gender, age or disability. Oxfam requires all staff to apply an equal
opportunities approach and this responsibility rests with all employees and the organisation.




Administration Manager                              3                                           AMM/11
Person Specification - Administration Manager
(Maternity cover fixed term until December 2012)

Essential
 Demonstrable experience of managing administrative procedures in a busy office on a
  day to day basis.
 Demonstrable experience of IT administration including:
      - first level troubleshooting of problems with hardware and software
      - server maintenance, setting up users and changing security
 Proven experience of managing staff and working as part of a team
 Proven experience of managing a budget
 Proven record of strong team leadership with the ability to manager a team.
 Excellent communication (oral & written English) and interpersonal skills
 Proven ability to work on own initiative
 Ability to organise and prioritise work to meet deadlines and work under pressure
 Attention to detail and accuracy
 Flexible, enthusiastic, tactful and diplomatic

Desirable
 More than 2 years experience of managing administrative procedures in a busy office on
  a day to day basis.
 More than 1 years experience of IT administration including:
     - first level troubleshooting of problems with hardware and software
     - server maintenance, setting up users and changing security
 More than 1 years experience of managing staff
 Knowledge of Windows NT Administration an advantage.
 Experience in health and safety compliance including risk assessment

Qualifications & requirements
 Strong commitment to Oxfam’s mission and values
 High level of IT/Computer skills including excellent knowledge of MS Office and ability to
  install hardware and software.
 Flexible approach to working hours
 Requirement to travel between the Belfast and Dublin offices.




Administration Manager                        4                                      AMM/11
                                 TERMS AND CONDITIONS


Administration Manager


   Fixed term contract until December 2012

   36 hours per week

   Pay band: 7

   Salary: £21,420 per annum

   25 days annual leave plus 11 days bank/public holidays per annum

   Contributory Pension Scheme – 9% contribution by Oxfam Ireland and 5% contribution
    by employee

   Life Assurance cover – 4 time death in service benefit




 Oxfam Ireland is an Equal Opportunities Employer and welcomes applications from
                           all sections of the Community.




Administration Manager                        5                               AMM/11
                         GUIDELINES FOR COMPLETING THE APPLICATION FORM

   Please find enclosed the job description and the person specification which outlines the
    essential and desirable criteria against which candidates will be measured. Criteria not
    used for shortlisting purposes in the application form will be assessed at another stage
    in the recruitment process. Please ensure you address all the requirements listed and
    demonstrate clearly how you meet each criterion in the enclosed application form.

   Please ensure all questions are answered and that the form is completed fully in black
    pen in Block capitals or typewritten.

   Oxfam Ireland accepts no responsibility for checking or notifying candidates if forms are
    unreadable or incomplete for technical reasons.

   CV’s must not be attached to the application or included in the application process as
    these are not accepted as a form of application.

   If your application is emailed you may be asked to sign it at interview stage.

   If you are successfully invited to interview, you may be asked to furnish Oxfam Ireland
    with official original proof of any qualifications supporting your application and proof of
    residence/eligibility to work in UK/Ireland e.g. A National Insurance or PRSI Number or
    valid work permit.

   The application form must be signed and dated on the final page.

   Canvassing will disqualify.

   A candidate found to have given false information or wilfully to have suppressed any
    material fact, will be liable to either disqualification or if appointed, dismissal.




 Oxfam Ireland is an Equal Opportunities Employer and welcomes applications from
                           all sections of the Community.




Administration Manager                         6                                      AMM/11
Oxfam Ireland                                                                 Oxfam Ireland
9 Burgh Quay                                                                  115 North Street
Dublin 2                                                                      Belfast BT1 1ND
Telephone: (01) 6727662                                                       Tel: (028) 90 230 220
Fax: (01) 6727680                                                             Fax: (028) 90 237 771
Email: recruitment1@oxfamireland.org                                          Email: recruitment2@oxfamireland.org
       www.oxfamireland.org                                                          www.oxfamireland.org

                                               CONFIDENTIAL


                                 APPLICATION FOR EMPLOYMENT

APPLICATION FOR: ADMINISTRATION MANAGER (MATERNITY COVER UNTIL DECEMBER 2012)

REFERENCE NO:          AMM/11/

CLOSING DATE:          12:00 NOON ON FRIDAY 16TH DECEMBER 2011


                                         PERSONAL INFORMATION
Complete all sections in black ink , sign the declaration at the end, and return to the person and address specified
in the accompanying letter.

SURNAME:                                                                    INITIALS:

ADDRESS FOR
CORRESPONDENCE:


                                                                               POST CODE:

EMAIL ADDRESS:

TELEPHONE:                (DAYTIME)
                          (EVENING)
                          (MOBILE)

May we contact you at work? – We will do so discreetly.                                      YES          NO


Have you previously been involved with Oxfam?                                                YES          NO

If YES, in what
capacity?



Have you a relative(s) working in the Oxfam at present?                                      YES            NO

If YES, please provide name, position,
location and relationship to you:

      Administration Manager                                 7                                             AMM/11
                                 QUALIFICATIONS AND TRAINING
Please give details of your education, qualifications and training relevant to the application in the section below

                        Qualification/Course completed        Place of Education / Training            Grade/ Result
       DATES
From           To




                                                                                  (Please continue on extra sheet if necessary)




                                PROFESSIONAL QUALIFICATIONS
Please give details of any current professional qualifications you hold, or are in the process of obtaining,
including level of membership of professional bodies.

Name of Institute / Professional       Exams (indicate result)
                                                                         Current Class of Membership
Body                                   Date and level




      Administration Manager                                  8                                                   AMM/11
                                           EMPLOYMENT HISTORY
Please complete the sections below carefully after reading any supplementary information regarding the post, particularly the
job description and list of job competencies. The decision to invite you for interview will be based on the information you
provide on this form and how closely you meet the specified competencies.

PRESENT EMPLOYER:
Dates of             Employer’s name,           Job Title and summary of main duties and                    Reasons for
employment           address and nature         responsibilities                                            leaving
                     of business

From:


To:




Current Notice required:                                                          Current Salary:

PREVIOUS EMPLOYMENT:
Dates of             Employer’s name,           Job Title and summary of main duties and                    Reasons for
employment           address and nature         responsibilities                                            leaving
                     of business

From:


To:




From:


To:




From :


To:




                                                                                              Continue on extra sheet if necessary


      Administration Manager                                      9                                                  AMM/11
                  ACHIEVEMENTS, PERSONAL QUALITIES & SKILLS
Please use the questions outlined below to demonstrate how far you meet each of the competencies required
for the post. List experience, achievements, knowledge, personal qualities and skills which you feel are
relevant, against each competency using specific examples from your previous experience where
possible. You may include paid and unpaid work, work within the home and leisure interests

Please demonstrate your experience of managing administrative procedures in a busy office
on a day to day basis.




Please demonstrate your experience of IT administration including:
     - first level troubleshooting of problems with hardware and software
     - server maintenance, setting up users and changing security




     Administration Manager                             10                                          AMM/11
Please demonstrate your experience of managing staff and working as part of a team

Managing staff:




Working as part of a team:




                                                                  (continue on extra sheet if necessary)




    Administration Manager                    11                                           AMM/11
                                          ADDITIONAL INFORMATION

Are you eligible to work within the UK/Ireland?                                                 YES   NO

NB If you are successfully shortlisted you will be asked to provide proof of your eligibility
to work within the UK/Ireland




Only for persons who are not nationals of an EU country:

Do you hold a valid permit to work in Ireland / the UK?                                         YES   NO




Please provide details of any unspent convictions. A conviction will not necessarily exclude you from
employment with Oxfam, but will be taken into consideration when assessing your suitability for this
particular position.




Please provide detail of any special arrangements in relation to either correspondence or access, which
you may require if invited to interview:




Please indicate where you heard of this vacancy:

1. Oxfam Ireland’s Website                YES               NO

2. Newspaper?
            Please specify

3. On the internet?
     Please specify website

4.   Other?
            Please specify




         Administration Manager                                12                                     AMM/11
                                                   REFEREES
Give details of two people who have knowledge of you in a working environment, paid or unpaid. (One referee
must be your current or most recent manager). If you currently work, or volunteer, for Oxfam or you have done
so in the past, give your current/last Oxfam manager. Your current manager will only be contacted with your
permission. If you are a recent student give appropriate school or college references.
Personal/Character references will not be accepted unless in exceptional circumstances.
1. Name                                                 2. Name

Address                                                 Address



                              Post Code                                              Post Code



Telephone                                               Telephone

E-mail address:                                         E-mail address:

                                             Relationship to you




                                                DECLARATION
I confirm the information on this form and any attachments is correct and complete.
I understand that to withhold, falsify or omit relevant material fact will lead to disciplinary action, including
dismissal in the case of a successful applicant. I authorise the verification of any of all of the information
listed on this form and any attachments.
If you are submitting your application online please print your name in the signature box.

Signature:                                                                        Date :

Unless applicants receive notification within 3 weeks of the specified closing date, would
they please assume they have been unsuccessful. In the interest of economy individual
letters will not be sent.




     Administration Manager                               13                                            AMM/11
                           Equal Opportunities policy statement


Oxfam’s basic objectives as outlined in ‘Oxfam, an Interpretation’. They are that:

                  ‘Oxfam believes in the essential dignity of people and their
                 capacity to overcome the problems and pressures which can
                                    crush or exploit them.’

This belief is reflected not only within Oxfam’s International programme, but also within our
work in Ireland.

In line with current legislation, as an employer of staff, and as a employer of volunteers, we
aim to ensure that all job applicants, staff and volunteers do not suffer unfair discrimination
because, for example, of their race; colour; nationality; ethnic origin or religious belief;
social class or caste; age; disability; sexual orientation (including lesbians and gay men);
marital status or family situation; or gender.

We aim to ensure that all people with whom we work are valued for their contributions and
are given the opportunity to realise their full potential within the organisation.

Recruitment, selection and other procedures try to ensure that individuals are given equal
opportunity in recruitment, training and promotion, and are treated on the basis of their
relevant abilities and merits according to the requirements of the job. Where appropriate,
particular attention will be paid to the recruitment of people with disabilities and continuing
the employment of, and/or arranging appropriate training for, employees who have become
disabled whilst working for Oxfam.

Oxfam is committed to a programme of action to make this policy effective, and to this end
constantly reviews the procedures, practices and guidelines that underpin the policy and
monitors the results as appropriate.

There may be occasions when nationality or family have to be taken into account, for
example, during civil or other war or when a balance of national and expatriate staff has
been agreed for particular countries. Any such exceptions will occur only after careful
consideration in the light of the needs of the programme and will be subject to review as
circumstances change. Subject only to such situations, the principles of equal opportunities
will apply to recruitment, promotion, transfer, training and all terms and conditions of
employment. There are variations between the detail of conditions for staff working in
different countries, but these will be within the framework of the Staff Charter, and follow
the underlying philosophies for Oxfam adapted to local contexts rather than a radical
departure from them.

Oxfam believes that following a policy of equality of opportunity will benefit not only the
individual but also benefit and enrich the whole organisation.




Administration Manager                        14                                      AMM/11
MONITORING FORM
Monitoring Reference No: AMM/11/
OXFAM NORTHERN IRELAND, OPERATING AS OXFAM IRELAND EQUAL OPPORTUNITIES MONITORING FORM
The information on this form will be removed by our Monitoring Officer prior to consideration of your application. Please
use the separate envelope provided if returning by post.

Oxfam Northern Ireland is striving to become an Equal Opportunities employer. We do not discriminate on grounds of
religious belief, political opinion, gender, marital status, domestic responsibility, disability, race, age or any other personal
factor which is not relevant. We practice quality of opportunity in employment and select the best person for the job.

Oxfam Northern Ireland will not unlawfully discriminate either directly or indirectly or victimise on any of the above
grounds. It is committed to the provision of a harmonious working environment and the operation of fairness and
equity at work.

PLEASE COMPLETE THE FORM BY TICKING THE APPROPRIATE BOXES IN ALL SECTIONS.

 1.    RELIGION

       I AM A MEMBER OF THE PROTESTANT COMMUNITY

       I AM A MEMBER OF THE ROMAN CATHOLIC COMMUNITY

       I AM A MEMBER OF NEITHER THE PROTESTANT NOR ROMAN CATHOLIC COMMUNITIES




 2.    GENDER


 MALE                                                 FEMALE



 3.    MARITAL STATUS


 SINGLE                              MARRIED                             OTHER


 4.     DISABILITY

 The Disability Discrimination (NI) Act 1995 describes a disability as a physical or mental impairment, substantial
 and long-term adverse effect on a person’s ability to carry out normal day to day activities. Do consider yourself
 to have a disability?


 YES                     NO



  5.    ETHNIC ORIGIN

        AFRICAN                                 ASIAN                               CARIBBEAN


       CHINESE                                  WHITE EUROPEAN                                   WHITE OTHER

       OTHER (Please specify)




Administration Manager                                         15                                                    AMM/11

								
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