Office Manager

Role Summary

The Swim Ireland Operations Department plays a key role in the effective and compliant running of Swim Ireland. The department is responsible for organisational governance and compliance, oversight of pool operations, regional governance support, and the coordination of AGMs and Annual Reports. It supports strong governance practices, operational efficiency, and consistency across the organisation.

We are seeking an experienced Office Manager to play a central role in ensuring the smooth, efficient, and compliant operation of the department. This senior administrative role combines responsibility for the day to day running of the department, liaising with our Facility Managers, with leadership of operational improvement projects and high-level organisational support.

The successful candidate will act as a key support to the Operations Department, oversee day-to-day office operations, and lead or contribute to projects that enhance systems, processes, and compliance across the organisation.

Key Responsibilities

Operations, Projects & Compliance

· Lead and support operational improvement projects, including IT hardware tracking, GDPR & IT security compliance (overseen by our IT partners)

· Identify Operations inefficiencies and implement solutions to streamline Operations workflows and procedures.

· Maintain and improve administrative systems, workflows, and compliance monitoring processes.

· Track project progress and support timely delivery of department initiatives.

· Ensure familiarity with departmental software systems and support staff usage as required.

Office Management

· Oversee the day-to-day operation of the department to ensure an effective, well-organised working environment.

· Act as the first point of contact for employees on office-related matters.

· Manage office supplies, equipment, and relationships with external service providers on behalf of the department.

· Act as the first point of contact for general queries and incoming correspondence.

Administrative & Management Support

· Provide high-quality administrative support to management and teams across the department.

· Plan all in-house and off-site staff events.

· Prepare and distribute reports, correspondence, presentations, and internal communications.

· Maintain accurate departmental records and documentation.

· Key stakeholder and committee administrative support as required

Finance & People Support

· Process invoices, purchase orders, and staff expense claims, and liaise with the finance team as required.

· Support onboarding of new employees, including desk setup and induction coordination.

· Provide support in coordinate staff meetings, training sessions, events, and internal communications.

Education & Experience

· Relevant qualification and significant experience in senior administration, office management, or operations roles.

· Strong proficiency in Microsoft Office and experience using scheduling and project management tools.

· Knowledge of the Governance Code for Sport is an advantage.

Key Skills & Attributes

· Excellent communication, interpersonal, organisational, and scheduling skills.

· Proven ability to manage multiple priorities in a fast-paced environment.

· High attention to detail, discretion, and ability to manage confidential information.

· Ability to work independently while also collaborating effectively as part of a team.

· Flexible, proactive, and solutions-focused approach to work.

Essential Requirements

· Eligibility to work full-time in Ireland.

Remuneration and Location

· Salary commensurate of qualifications and experience (€36,000 –€40,000)

· Hours per week: 30 hours per week

· Position Tenure: 3 year fixed-term full-time contract.

· Position Location: Swim Ireland, Irish Sport HQ, Blanchardstown. Dublin 15, D15DY62 with hybrid working included in this role.