Administrator

Role: Oral History Network of Ireland (OHNI) Administrator (half-time, work from home role, flexible to accommodate occasional evenings and very occasional weekend events, immediate or soon as possible start)

Fixed Term Contract: 1 May 2025 – 31 March 2026

Reporting to: Elizabeth Kiely, Chairperson, Oral History Network of Ireland

Position Summary

The Oral History Network of Ireland (OHNI) is a voluntary organisation supporting and promoting oral history in Ireland. With funding support from the Heritage Council of Ireland, the Oral History Network of Ireland is seeking to recruit a highly organised and proactive office administrator to remotely manage the day- to-day operations of the organisation. In this role, the administrator will serve as the backbone of the team, coordinating administrative activities, streamlining workflows, and creating efficiencies alongside OHNI’s steering committee. The ideal candidate will be someone, who has an understanding and an appreciation of oral history and cultural heritage and understands what is involved in the administration of heritage events and voluntary organisations. It is a role that will suit someone with excellent organisational competencies, who gives attention to detail, has a hands-on attitude and good communication skills.

Main duties and responsibilities

• Manage OHNI email account and respond to email enquiries and correspondence in a timely way or consult the required team member(s) to answer queries.
• Undertake day-to-day administrative duties and maintain organisational files and records.
• Assist with the mailing lists and mailshots, preparation of organisational audits, budgets, reports and submissions, and the collection of organisational data.
• A key aspect of the role will be (on behalf of OHNI) to assist with website maintenance and liaise when required with the relevant company responsible for re-designing and maintaining the website, update the OHNI organizational website, add content when required and to track visitors to the OHNI website.
• Attend the Steering Group and other meetings on request, taking notes, tracking actions and issuing meeting minutes in a timely manner.
• Assist the organisation to develop and implement its regional network plan.
• Be a conduit of information and effectively communicate between steering group members, board members, members and stakeholders.
• Assist with tasks pertaining to the OHNI annual conference organisation and administration.
• Assist with public relations, event promotion and event administration.
• Support OHNI sub-committees in administrative capacities when needed.
• To always consider the environmental impact of OHNI’s work and take steps to reduce its impact and support OHNI team and members to do likewise through the development of an organisational environmental impact plan.
• Comply with Irish law, Health and Safety Standards, GDPR and other organisational protocols.

Selection Criteria:

Essential

• Previous experience of at least two years in office administration or heritage organisational role or other comparable experience.
• Knowledge and experience of oral history or heritage.
• Previous experience of engaging and collaborating with community groups.
• Strong organisational and timekeeping skills.
• Proficiency in computer skills and familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent interpersonal and diplomatic skills.
• Excellent oral and written communication skills.
• A team player with the ability to work proactively and independently when required.
• Willingness to be flexible to work remotely or in person as required.
• Fluency in English – spoken and written.
• An understanding of health and safety, GDPR and key protocols.
• A willingness to acquire any training beneficial to the role.

Desirable

• Administrative experience in an organisation similar to OHNI.
• Knowledge and experience of website updating and maintenance.
• Ability to travel for work as required and including overnight stays.
• Experience of report writing.
• Fluency in Irish.

Conditions

Remote Working Role (in person attendance required at some events) with an immediate / soon as possible start.
Fixed Term Contract: A one-month probation will apply followed by regular reporting and submission of time sheets to OHNI Chair /Project management team.
Reasonable vouched subsistence and other expenses incurred will be reimbursed.
Ability to travel for work if required.
Basic salary: €24,000 for 11 Month Fixed Term Contract Period working 20 hours per week.

Application Details:

To apply, please submit a cover letter of no more than two pages explaining your interest in the position and your suitability and a curriculum vita/resumé with the name and contact details (telephone and email address) of two referees by email to info@oralhistorynetworkireland.ie ‘OHNI Administrator Role’ should be used in the subject line of the email. It is intended that shortlisted candidates will be interviewed on Wednesday the 30th of April 2025 and the shortlisted candidates should inform referees to expect requests for references.

The closing date for applications is 11.59pm Irish Time, Monday the 21st of April 2025.