Part-time ILI Administrator

About the Irish Landscape Institute (ILI)

The ILI is the professional body representing Landscape Architects and Parks Professionals in Ireland, and is recognised by the Irish State as such. Governed by a Constitution and a Code of Professional Conduct, ILI has a current membership of c.140 in 7 membership categories – Student, Graduate, Affiliate, Corporate, Parks Professional, Honorary and Fellow. ILI is a registered as a full Association member of IFLA Europe (International Federation of Landscape Architects). 

The ILI aims to:

- Set standards of excellence in the fields of Landscape Planning, Landscape Design and Landscape Management.
- Encourage and facilitate the Continued Professional Development of its members.
- Increase public and societal awareness of the profession of Landscape Architecture, of its practitioners and their work in academia, public and private practice.
- Foster and support the interaction of Landscape Architecture with related disciplines such as engineering, architecture and planning.
- Support the development of landscape education at all levels in Ireland.

In promoting knowledge of the profession, ILI runs a series of public lectures, which are generally free and open to non-members and associated professionals. Conferences are held regularly, and the ILI Awards are held bi-annually, honouring excellence in the fields of Landscape Research and in Landscape Planning, Design and Management.

For more information see www.irishlandscapeinstitute.com

THE JOB

1.Duties and Responsibilities

General

• The Administrator will work from home. 
• The ILI will provide computer and printer if required, as well as mobile phone
• Carrying out various organizational tasks as required
• Processing regular membership applications
• Attending and minute-taking at ILI Council meeting: generally 9-10 monthly annually, allowing for summer break; usually held in evenings (typically 6.00-7.30p.m), but occasionally during lunchtime.

Communications and Correspondence

• Collecting post, responding to post 
• Typing up and sending letters as required
• Answering phone and forwarding all relevant messages to Council members
• Keeping record of all correspondence
• Responding to incoming emails and/or distributing emails to relevant council members
• Issuing mass e-mails and news updates to ILI membership
• Managing and updating database of members, 
• Issuing membership certificates

Data Management

• Updating and organizing records 
• Managing the ILI’s fttp website
• Managing the ILI’s website and its social media platforms

1.2 Responsibilities to ILI Council

• Assisting the President, Secretary, Treasurer, and others on the Executive Council as required
• Attending Council meetings, taking minutes, distributing minutes
• Distributing post and emails to relevant Council Members

1.2.3 Organization of Events

• Organizing events such as lectures, seminars, conferences and award ceremonies 

Financial Management

Note: ILI will arrange and pay for training in Basic Accountancy, where necessary and appropriate.

• Membership Subscriptions: monitoring payment of subscriptions, planning yearly invoice run
• Management of Financial Records (quotations, invoices, receipts) and budgeting; all in liaison with and supporting the Honorary Treasurer and Honorary Secretary
• Manage payments (both administrator and the treasurer would be set up to pay people on line. Cheques have to be signed by a Executive Council or a director of the ILI) 
• Manage the budget set by the Honorary Treasurer 
• Assist in preparing monthly, quarterly and annual summary of accounts and books 
• Assist Honorary Treasurer in preparing and managing the Annual Budget and any supplementary or occasionally specific budgets (e.g. ILI Conference and ILI Awards)
 
CANDIDATE REQUIREMENTS

Essential 

• Education: minimum qualification – FETAC Level 6
• Applicant must be based in the Dublin Area, within easy reach of Dublin city centre, where ILI has ‘hot-desk’, postal and other office facilities in The Fumbally XChange; and where most ILI events (lectures, exhibitions, ILI Awards ceremonies, etc.) and Council meetings are held.
• Must be flexible and have well-developed interpersonal skills
• Excellent administrative, organizational and communication skills and experience
• Language skills: fully fluent in English
• ITC skills: fully proficient in Microsoft Office modules – MS Word, MS Excel and MS Powerpoint) and competent in management of online resources (website and social media platforms)
• Experience in organizing events

Preferable 

• Experience in the landscape architectural industry or design profession 
• Experience in sponsorship raising and grant applications

Desirable

• Previous experience working with a professional body or similar employer

Contract Period

The contract is for 12 months. A post-appointment probationary period of 6 months will apply. Appraisals and job reviews will be undertaken every 12 months.

Salary 

€12,672 per annum for 12hrs of work a week (624hrs per annum). This equates to approximately 2x8hour working days per week. The ILI office is usually open on Tuesdays and Fridays (mornings only). Holiday Entitlement is 6.5 days annually. 

Enquiries and Job Applications

Enquiries by email only to address below. 

Applicants should submit their applications – comprised of a cover letter and CV – by Friday, 23rd of February at 6.00p.m. 

Application format: either by email (MsWord or Adobe .pdf) or by post to:-

Mr. Aidan J. ffrench MILI, Hon. Secretary
Fumbally Exchange, 5 Dame Lane, Dublin 2

Download Documents

Closing Date:
23/02/2018

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