Background:CALMS, an acronym for Community Action for Locally Managing Stress, was formed in Derry/Londonderry towards the end of 1994. It is a Company Limited by Guarantee and has achieved charitable status. CALMS’s focus is holistic and centres on helping individuals and organisations recognise, reduce and manage stress. Accordingly, it concentrates on services, programmes, activities and approaches that are educative, preventative and rehabilitative in nature.The objects of the charity are the preservation and protection of the health of the people in the North West of Ireland who suffer from stress generally, as well as those affected directly or indirectly by violence and to advance the education of the public in and about the causes of stress and its management within the community.Purpose of the Role:Overview: CALM’s Admin Officer will play a key role in the operation of the charity and its projects.
Responsibilities
* Overall control of reception including managing the front desk
* Undertake general admin tasks under the direction of the Project Manager, e.g. dealing with items of correspondence, telephone messages & enquiries and filing
* Undertake administration tasks in relation to the 8 Crawford Square premises: dealing with items of correspondence, telephone messages with contractors etc.
* Attend meetings and training (which may take place out of the office) relevant to the role
* Keep up to date with any relevant developments in legislation that may affect the organisation/role
* Undertake all duties in accordance with CALMS’s philosophy, recognised professional guidelines and the CALMS commitment to equality of opportunity and collective responsibility
* To assist and promote social events for victims and survivors
* To assist and promote Personal and Professional Development programmes
* Input data on databases, e.g. feedback forms, clients’ data and VSS database
* Prepare and coordinate client mailing lists
* To assist in implementing and monitoring policies and procedures
* Ensure clients’ satisfaction is recorded
* Communicate with clients regarding enquiries and complaints
* Keep track of equipment and devices and manage inventory
* Responsible for taking minutes at monthly meetings
* Responsible for ensuring facility cleaning, hygiene, safety, and maintenance take place
* Ensure Health and Safety checks are carried out and reported monthly
* Schedule and carry out regular Fire drills
* Undertake any other duties as seen relevant by the Project Manager and the Board.
* The above tasks are indicative of the role to be carried out; they may change from time to time in collaboration with the post holder and in line with service need.
Skills and Qualifications
* 5 GCSEs to include English and Maths
* Must have 2 or more years experience in a community development role
* Strong working knowledge of IT systems and skilled in Microsoft Excel and database
* Understand the importance of record keeping and confidentiality
* Ability to complete reports in a neat and timely manner
* An understanding of and commitment to multi-disciplinary working
* Excellent organisational and planning skills
* High attention to detail
* Understanding of health and safety issues
* Understanding of financial procedures
* Understanding and ability to follow procurement procedures
* Understanding of community development and volunteering
* An understanding of and commitment to policy and procedure
* Commitment to continuous professional development
* Must be able to work as part of a team
* Must be able to work independently and to your own initiative to strict deadlines
* Flexible, proactive and able to work under pressure
* Ability to apply discretion in sensitive issues and maintain confidentiality at all times
* Experience of managing a busy office
* Experience of multicultural diversity and associated issues.
Further Information
Location: CALMS - 8 Crawford Square, Derry BT48 7HR.Application to be submitted byemail to chair@calmsstresscentre.org before the deadline Friday 20th March 2026 at 12noon.2 references will be contacted upon successful interview and must agree to Access NI check.Please note: We will not accept applications received after the closing deadline.
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