AHEAD are Hiring: Operations & Systems Officer

AHEAD, established in 1988, is a non-profit organisation working with and for disabled people to shape inclusive and empowering environments in tertiary education and employment. You can find more about what we do by watching this short video.

You can also read  AHEAD’s Strategic Plan 2024-28 where you will find our values and strategic objectives which help us to work towards our vision of an equitable society where people with disabilities have the power and opportunity to flourish through education and employment.

If you are interested in our organisational culture, check out our team charter which describes how we seek to work together on our best days - AHEAD Team Charter

The Operations and Systems Officer will play an important role in the Operations Team and reports directly to the Operations Manager as well as working with others in the Senior Leadership Team (SLT) as appropriate. This is a broad and varied operational support role. The position is a central operational support role supporting the Operations Manager across administration, finance, governance, and support across the organisation for the Customer Relationship Management (CRM) system and other systems such as the SAGE HR system.

The Operations and Systems Officer is responsible, along with their colleagues in the Operations Team for coordinating and delivering the administration tasks that facilitate the smooth running of AHEAD.

We are in the process of commissioning a CRM system and to ensure the success of the project the successful candidate will initially support the implementation of the CRM system as part of a project team and, following implementation, will act as the organisation's CRM System Administrator.

 

Financial and administrative

· Prepare and issue membership, conference and training invoices, monitor outstanding payments, follow up on overdue accounts and maintain accurate financial records.

· Process approved supplier invoices, electronic and credit card payments in accordance with internal financial controls and organisational authorities, liaising with staff as required.

· Maintain organised and accurate financial records, ensuring all invoices, payments and statements are appropriately filed and accessible within the shared finance system.

· Provide administrative support to the Bookkeeper, responding to queries, coordinating the exchange of information and ensuring required documentation is submitted in a timely manner and ensuring invoices are coded to the appropriate cost centre before submission to the Bookkeeper.

· Monitor bank account activity and escalate any issues or discrepancies to the Operations Manager.

· Liaise with banking institutions to resolve account, payment and online banking queries.

· Maintain records of organisational credit card expenditure and ensure supporting documentation is retained.

· Support the annual audit process by collating and providing documentation and information requested by auditors.

 

Administration and Office Management

· Act as the first point of contact for telephone enquiries, responding to queries where appropriate and directing calls to relevant staff members.

· Monitor and manage the organisation's main email accounts, responding to routine enquiries and forwarding correspondence to the appropriate staff member.

· Support the day-to-day management of the office environment, ensuring facilities are maintained to a high standard.

· Coordinate meeting and event logistics, including scheduling, venue bookings, preparation of meeting spaces, welcoming attendees and taking minutes where required.

· Maintain and develop effective electronic filing systems, ensuring organisational records are accurately stored, accessible and archived in line with organisational policies.

· Maintain records relating to contracts and service agreements with third-party suppliers, including IT providers, insurers and other service providers.

· Generate reports from the SAGE Finance system and SAGE HR system as required by the Senior Leadership Team.

· Monitor and maintain office supplies, stationery, equipment and kitchen provisions, ensuring adequate stock levels are always available.

· Support the coordination of staff meetings, including preparing meeting documentation, taking notes where required and ensuring records are appropriately maintained.

 

Customer relationship management (CRM)

· Act as the organisation's CRM System Administrator who will work with the CRM supplier, project manager and CRM working team.

· Support the implementation of the CRM system including assisting in testing, data migration and rollout activities.

· Coordinate CRM training and support for staff during the implementation phase and thereafter troubleshoot issues and provide training to new staff alongside the project manager and SLT.

· Create and maintain user accounts, permissions, dashboards and reports.

· Monitor system adoption and identify opportunities to improve usage and data quality.

· Liaise with CRM suppliers and implementation partners regarding system improvements and issue resolution.

 

Human Resources administration

· Update tools, forms or templates required to support company procedures e.g. expense claim form.

· Assist with recruitment campaigns, advertising vacancies and coordinating interviews.

· Liaise monthly with external payroll and pension providers to notify them of payroll changes including new hires, salary amendments, leavers etc.

· Process monthly pensions payment to pension provider in accordance with financial internal controls.

· Coordinate induction programmes for new employees.

· Coordinate the administration of the staff performance review process and organise follow-up actions, including training and development activities as required.

· Organise training for AHEAD staff as identified by the senior leadership team.

· Coordinate ergonomic assessments for staff and liaise with the relevant suppliers to source any required equipment.

 

Governance and Compliance

· Working with the Operations Manager/CEO in ensuring effective board governance and administration.

· Coordinate communications with Board members regarding meetings and organise meeting invitations, venues and supporting documentation.

· Provide secretariat and administrative support to the Senior Leadership Team, the board and board committees to prepare for board meetings, conduct minute-taking, file paperwork on appointment of new Board Directors with governance bodies etc.

· Work collaboratively with the Communications and Membership Officer to support member engagement activities and ensure effective communication with members.

· Take responsibility for AHEAD’s periodic transport reporting to the SEAI (Sustainable Energy Authority of Ireland), the Revenue Commissioners Enhanced Revenue Reporting of Expenses (ERR).

· Work with the Data Protection committee (DPC), organising periodic data destruction in line with AHEAD’s Data Protection Policy arranging destruction services with the IT provider and approved confidential shredding supplier at the request of the DPC.

· Undertake any other administrative duties as they arise in relation to the role.

 

Working Style

· A self-directed individual who can work on their own initiative, identify areas of improvement and actively work to achieve improvements.

· A ‘team player’ ethic and willingness to help with day-to-day activities and work to support the admin team and other AHEAD staff during busy periods.

· Problem solving skills and project management ability (i.e. organising/liaising with staff and stakeholders).

· An honest and reliable individual with a willingness to admit mistakes and point out system flaws to the Operations Manager.

 

Required Experience & Skills

· Minimum of two years' experience in an administration, operations or office support role.

· Very strong planning, organisational, time management and administrative skills. Strong attention to detail. Excellent ability to keep records and ensure they are relevant and up to date.

· Experience supporting financial administration including invoicing, payment processing and financial record management.

· Experience working with a CRM or business information system. No specific technical qualifications are required; however, the successful candidate should be keen to learn the new CRM system, support users and administer the system on an ongoing basis.

· Strong written communication skills. Ability to take meeting minutes and communicate professionally by email.

· Good IT skills, including knowledge of a range of software packages including the Microsoft Office Suite (Word and Excel). Good level of comfort and self-direction in adapting to new IT systems.

 

Desirable Experience & Skills

· Experience in the not-for-profit, education, disability or community sector.

· Understanding of accessible communications and document design.

To apply for this role, please send a completed application form and CV (maximum 2 pages) with the subject line, “Operations and Systems Officer” to recruitment@ahead.ie by 10am Wednesday 11 November 2026. Queries about the role in advance can also be sent to this email address.

The starting salary range for this position is €36,190 - €39,448 commensurate with AHEAD’s pay scale and the qualifications and experience of the candidate.

AHEAD also offers the following benefits to all employees.

· Rewarding and very flexible working environment.

· Hybrid working and flexitime.

· Comprehensive needs assessment for employees with disabilities

· 25 days annual leave per annum (pro-rata) + up to 2 additional annual ‘performance and development (P&D) days’ as an outcome of achieving previously set goals in the annual P&D process.

· Access to company pension scheme with 5% employer contribution immediately, rising to 7.5% after 5 years’ service.

· Access to EAP (Employee Assistance Programme) covering a range of services such as nutrition, fitness, legal, financial and wellbeing supports in addition to free mental health counselling and coaching.