Office Manager and Senior Administrator

Office Manager and Senior Administrator Reports to: Executive Director Location: Optometry Ireland, Harolds Cross, Dublin 6, with flexibility for hybrid working where appropriate. Contract: Full-time, permanent Salary: €43,000€48,000 per annum, depending on experience. About Optometry Ireland Optometry Ireland is the professional representative body for optometrists in Ireland.

For over 120 years, the organisation has supported members through advocacy, education, professional guidance and member services while promoting high standards of eye care and advancing the profession for the benefit of both the optical profession and the public. The Office & Operations Manager plays a key role in ensuring the efficient day-to-day operation of the organisation. Working closely with the Executive Director, Council and the staff team, the postholder is responsible for managing office operations, supporting governance, coordinating events, maintaining organisational systems and ensuring the smooth delivery of services across the organisation.

This is a varied, hands-on role that requires excellent organisational skills, sound judgement, initiative and the ability to manage multiple priorities in a small, collaborative team. Purpose of the Role The Office Manager and Senior Administrator is responsible for the effective day-to-day management of the organisations operations and office functions. The role supports the Executive Director in delivering the strategic objectives of Optometry Ireland by ensuring that administrative, operational and governance functions are delivered efficiently and professionally.

The postholder leads on office management, governance support, communications, events, digital systems and operational improvement while building positive relationships with Council members, committees, external stakeholders and suppliers. Key Responsibilities Office Operations Oversee the efficient day-to-day running of the office. Develop, review and improve administrative processes to enhance efficiency and service delivery.

Maintain effective office systems, records and filing in accordance with organisational policies. Act as a point of contact for general enquiries from members, the public and external organisations alongside colleagues. Manage incoming correspondence, shared inboxes and office communications.

Ensure the office operates in an organised, professional and welcoming manner. Staff Management Provide day-to-day leadership and support to the administrative team. Coordinate workloads and ensure operational priorities are delivered effectively.

Foster a collaborative and supportive working environment. Encourage continuous learning, professional development and the adoption of new technologies and improved ways of working. Work closely with the Executive Director to deliver organisational objectives.

Governance and Executive Support Provide high-quality administrative support to the Executive Director, Executive Council and Council. Prepare agendas, meeting papers and supporting documentation. Attend meetings, take accurate minutes and monitor follow-up actions.

Maintain governance records and ensure documentation is securely stored and easily accessible. Support committees and working groups with administrative and technical requirements. Assist with diary management, meeting scheduling and organisational planning.

Communications and Stakeholder Engagement Maintain effective communication with Council, committees, members and external stakeholders. Manage internal communication channels and support the delivery of organisational communications. Work with colleagues and external communications advisers to ensure website content remains accurate, accessible and up to date.

Develop and maintain positive relationships with regulators, professional bodies, suppliers and other key stakeholders. Digital Systems and Technology Oversee the administration and continuous development of the organisations database and digital systems. Liaise with external IT providers and software suppliers to maintain and improve organisational systems.

Manage the organisations website, ensuring content is current, accurate and user-friendly. Coordinate system improvements and support the implementation of new technologies. Troubleshoot operational technology issues and coordinate external support where required.

Events Management Lead the operational planning and delivery of the organisations conferences, educational events, Annual General Meeting and other member events. Liaise with venues, speakers, exhibitors, sponsors and suppliers. Coordinate registrations, event logistics and delegate communications.

Support programme planning in collaboration with relevant committees. Evaluate events and identify opportunities for continuous improvement. Projects and Operational Improvement Contribute to organisational projects that support the strategic priorities of Optometry Ireland.

Identify opportunities to improve systems, processes and operational efficiency. Support the Executive Director in implementing strategic initiatives and organisational change. Provide operational leadership and continuity during periods of the Executive Directors absence where appropriate.

Working Relationships The Office Operations Manager works closely with: Executive Director. Staff team. Executive Council and Council.

Committees and working groups. Members of Optometry Ireland. External suppliers.

Organisation sponsors. Professional bodies, regulators and healthcare stakeholders.