About ITMA

The Irish Traditional Music Archive / Taisce Cheol Dúchais Éireann (ITMA) is the national public reference archive and resource centre for the traditional song, instrumental music, and dance of Ireland. Based at 73 Merrion Square, Dublin, ITMA holds the largest collection of Irish traditional music, song, and dance in existence. ITMA is a registered charity and company limited by guarantee and is primarily funded by the Arts Council of Ireland, the OPW and Arts Council of Northern Ireland. This position is funded by the Heritage Council of Ireland through their Capacity Fund 2024, for which ITMA is very grateful.
Post of Secretary at ITMA

A new position of Secretary will arise in March 2024 to increase ITMA’s administrative capacity and assist with running and managing ITMA’s day to day operations. Please note that this is one of two new positions that are currently open: Secretary and Administrative Assistant. Candidates seeking to apply for both positions, are asked to submit a separate cover letter for each role.

This role requires a focused and extremely organised individual who would work with ITMA’s CEO and Executive Assistant to establish new digital systems that support the administration of ITMA’s archival and project work. The successful candidate will form an integral part of ITMA’s administrative team that enables the organisation to develop its role as leading national body for the digital preservation of Ireland’s musical heritage.

Job description

This job description provides an outline of the key responsibilities of the role.

Title: Secretary

Reporting to: Executive Assistant, Director (CEO) of ITMA

Purpose: To support ITMA’s executive in the management of ITMA’s daily operations and to establish digital systems that streamline the administration of the organisation.

Essential Duties and Responsibilities

- Scan and process board and archival documents to make them fully searchable.
- Establish digital systems to manage annual leave, sick leave, time in lieu, and expenses.
- Liaise with ITMA’s accounting provider to provide documentation for weekly bookkeeping.
- Process and file invoices for ITMA’s accounting provider.
- Prepare, process, and file documentation for ITMA concerts, events, and field recording.
- Organisation of property including furniture, bills, contracts, and meter readings.
- Monitor and update the stock of sundries as required.
- Prepare documentation for CEO’s meetings and Board of Director meetings.
- Update and manage ITMA’s shared calendar and scheduling.
- In line with the evolving needs of the organisation, occasionally additional duties may be assigned.

An Ideal Candidate

ITMA is entering an exciting phase of growth and development. We are seeking a highly motivated, organised, and diligent individual who will bring energy and enthusiasm to our team. The successful candidate will be able to demonstrate examples from their past experience, work, and/or training which highlight their capability and desire for this role.

Skills:

Candidate Requirements:

Excellent organisational, administrative, and numerical skills.
Strong written and verbal communication skills.
Strong IT Skills and computer literacy.
Competency with Microsoft Office.
Ability to work under pressure and to tight deadlines.
Ambition to develop and grow skillset.

The following skills, experience and interests would be an advantage:

Experience and knowledge of Irish traditional music, song, and dance
Competence in spoken and written Irish
Familiarity with cultural/arts infrastructure within which ITMA operates in Ireland, and/or relevant knowledge of comparable cultural arts structures elsewhere

Terms and Conditions

The post will be offered as an 8-month fixed-term contract with a 1-month probation period. The salary offered for the position will be €22,609.

This full-time position will be based at ITMA, 73 Merrion Square, Dublin 2, Ireland.

A complete list of benefits and terms and conditions will be laid out in the successful candidate’s contract.
Application

Deadline for applications will be 8pm Friday 5th April, 2024. The application will comprise of the following:

A Cover Letter
A Curriculum Vitae
Names and contact details of two referees

References will only be taken up with approval from candidates.

Shortlisted candidates will be called for interview the week beginning 8th April. The successful candidate must be in a position to commence the role the week beginning 22nd April.

Applications, by email only, should be addressed to ITMA Executive Assistant Kyle Macaulay with the subject line ‘ITMA Secretary job application’ and emailed to [email protected]