Website Diving Ireland
NGB for Underwater Sports
Overview of Diving Ireland
The Irish Underwater Council (IUC) trading as Diving Ireland is the national governing body for recreational underwater sports in Ireland based in Dun Laoghaire. We regulate, promote, and train divers throughout the island of Ireland. Diving Ireland was founded in 1963 to organise and promote the sport of scuba diving, snorkelling and Underwater Hockey. Diving Ireland currently represents over 70 diving clubs distributed all over Ireland. Our current membership is approximately 1200. Diving Ireland is affiliated to Sport Ireland and our Instructor Development program is integrated with the National Coaching framework for adventure sports instructors.
Diving Ireland has one full-time employee and two part time employees, one of whom is the bookkeeper.
Diving Ireland is managed by a voluntary Board of Directors, the Executive Committee (EC), who are elected by the membership each year at an Annual General Meeting.
Diving Ireland develops, administers and implements underwater sports training standards, rules and recommendations for its members. It represents underwater sports at National and International level. Diving Ireland is structured as a federation of independent diving clubs.
Diving Ireland is an affiliate member of Confédération Mondiale des Activités Subaquatiques (C.M.A.S.), The World Underwater Federation. This is an international umbrella organisation for recreational underwater sports. There are almost 100 countries within the C.M.A.S federation and these countries underwater sports organisations are all represented at the CMAS Technical Committee. Competitive underwater sports are governed by the C.M.A.S Sports Committee and national and international events in these sports are expanding rapidly. C.M.A.S. also operates a Scientific Commission that promotes awareness of, and involvement in underwater scientific pursuits, marine conservation, and environmental awareness. All these areas are core operational areas for Diving Ireland. Diving Ireland seeks to develop and operate in partnership with statutory, commercial and NGO’s, nationally and internationally, that also work within the area of these issues.
Our mission is to provide a first-class service to our members and their clubs by providing excellence in underwater sports training and first-class member services through exemplary governance, management, standards setting and training practises.
Role of Office Manager
This is a full-time position but hybrid working arrangements may be implemented by agreement after an initial satisfactory employment period has been completed.
The Office Manager will be responsible for the day to day management of the office and providing a high standard of service to the members. This includes the establishment and maintenance of standard organisational processes and procedures. Maintaining systems in place to ensure the effective and efficient running of the organisation. Conducting audits and checks on current systems and processes to ensure they meet organisational needs and ensuring that Diving Ireland meet external requirements (e.g. attending and supporting external auditors). The role will also include responding to queries by phone and email along with the current staff and ensuring that an effective and efficient service is delivered to the membership during the working hours of the organisation. The Office Manager is also required to support the Board of Directors (Executive Committee) in their management of the organisation. The Office Manager will report directly to the Executive Committee.
Key Deliverables required for Office Manager role:
Sound judgement, professionalism, confidentiality and discretion are key to this role.
The following deliverables are key to the role:
- Ensuring that the EC members are supported with a quality, client focused, efficient and effective administrative servic
- Supporting the development of underwater sports and initiatives to increase membership of the organisation.
- Positive and proactive liaison with member clubs and supporting club committees in their administration, development and governance.
- Identifying opportunities for process improvements and systems efficiencies and providing support for continuous improvement initiatives across the office.
- Liaising with the Honorary Secretary to co-ordinate the circulation of documentation to the EC.
- Provide clerical, administrative and development related support to the National Diving Officer as required
- Reviewing and updating relevant policies, processes and procedures and ensuring they are administered accordingly
- Drafting Diving Ireland Corporate Documents and maintaining an updating schedule as necessary.
- Attending EC meetings and preparing and disseminating information and decisions made to relevant stakeholders
- Maintaining and updating the membership database on an ongoing basis, which is currently managed using Go Membership/Just Go hosted by Azolve. Experience using Go-Membership would be desirable.
- Carrying out general administrative activities including the maintenance of the Corporate Governance IT portal, maintenance of corporate IT systems and email systems.
- Developing and maintaining stakeholder relationships, both internal and external, to ensure the delivery of a member focused effective servic
- Organising the Annual General Meeting and supporting the Annual Dive Show and collating all the relevant reports.
- Organising regional meetings as required by the EC.
This list is not exhaustive, and the Office Manager may be assigned other duties as directed by the EC.
- Proven experience of delivering a comprehensive administration support service at Management level
- Ability to work as part of a small team coupled with excellent prioritisation, organisation and planning skills with the ability to manage workload and time efficiently to meet strict deadlines
- Ability to communicate clearly, concisely, confidently and effectively both orally and in writing
- Skill and experience in processing confidential and time-sensitive information demonstrating accuracy and attention to detail
- Proven skills and/or experience of taking clear, concise minutes / notes and recording decisions of meetings
- Experience in analysis and decision making – the ability to comprehend complex information and data for onward dissemination, and ability to develop sound knowledge and understanding of IUC financial and other relevant supports.
- Proficiency in MS Office applications including Outlook, Word, Excel and PowerPoint coupled with an ability to learn new technologies
- Managing a wide variety of stakeholders and organisations
- A relevant third level qualification
- Experience of completing and processing grant applications
- Experience and knowledge of corporate governance processes and requirements
- Experience in writing reports and corporate documents
- Experience of working with membership database systems such as Go Membership / Just Go
Application and Selection Process:
The selection process may include shortlisting of candidates. The selection criteria will be based on the requirements of the position as set out above. It is therefore important that you provide a detailed and accurate account of how you believe your qualifications, skills and experience to date meet the requirements for the position of Office Manager. This should be contained in a short document (maximum 2 pages) accompanying your CV. Candidates who have been successful at the shortlisting stage will be invited to an interview where the board will focus on seeking to establish the extent to which applicants possess and can demonstrate the skills required for the Office Manager role.
Closing date for applications is Friday 29th October 2021