Job Vacancy: No Barriers Foundation recruiting Senior Administrator/Scheduler

The No Barriers Foundation in Letterkenny is seeking an experienced and dedicated Senior Administrator/Scheduler to join our team.

About No Barriers Foundation: The No Barriers Foundation are a Charity based in Donegal who provide specialist services in an inclusive gym environment to the community for as low a cost possible. We break down barriers to exercise and physical activity in the community for those with physical and intellectual disabilities, providing a social outlet and hope to those who often feel isolated and socially marginalised. No Barriers is about building confidence and self-esteem as much as regaining physical strength and mobility.

Services provided include:

  • Physiotherapy
  • Occupational Therapy
  • Nutrition
  • Exercise therapy (individual and small group) 
  • Indoor and outdoor physical activities 
  • Mindfulness classes
  • Yoga/ Pilates classes
  • Peer support groups
  • Emotional Awareness and Regulation classes
  • Educational sessions

Contract Type: Permanent Full-time

Position Overview: We are seeking an experienced and dedicated Senior Administrator/Scheduler to join our team. In this pivotal role, you will play a key part in ensuring the efficient and effective operation of our programs and services. The Senior Administrator will be the first point of contact for our clients, providing exceptional customer service, managing inquiries, and ensuring a smooth and welcoming experience for all visitors.

The successful candidate will have excellent organisational skills, a keen eye for detail, and a strong commitment to our mission.

Key Responsibilities:

  1. Front Desk Operations:
     – Greet and welcome members, clients, and guests in a friendly and professional manner.
     – Manage phone calls, emails, and in-person inquiries, directing them to the appropriate department or personnel.
     – Maintain a tidy and organized reception area.
  2. Client Registration and Check-In:
      – Assist new clients with the registration process, ensuring accurate and up-to-date information.
       – Manage client check-ins and verify memberships.
  3. Appointment Scheduling:
       – Coordinate appointments for various health services, fitness classes, and consultations.
      – Update and manage appointment calendars to ensure efficient scheduling.
  4. Customer Service:
    – Address member inquiries and concerns promptly and professionally.
      – Provide information about gym/rehabilitation facilities, classes, and health services.
  5. Administrative Support:
       – Assist in general administrative tasks, including data entry, filing, and document management.
      – Collaborate with other staff members to ensure efficient communication and workflow.
      – Provide high-level administrative support to the executive team, including managing calendars, handling correspondence, and coordinating meetings.
  6. Cash Handling:
      – Process membership fees, class/appointment fees, and other client transactions accurately.
       – Reconcile daily cash and card transactions and report any discrepancies.
  7. Health and Safety Compliance:
       – Ensure adherence to health and safety protocols within the reception area.
     – Assist in emergency procedures and be familiar with the facility’s safety policies.
  8. Program Scheduling:
    Coordinate and manage the scheduling of events, workshops, and programs, ensuring optimal use of resources.
  9. Administrative Support:
    Provide high-level administrative support to the executive team, including managing calendars, handling correspondence, and coordinating meetings.
  10. Resource Allocation:
    Work closely with program managers to allocate resources, including staff, volunteers, and materials, to meet program objectives.
  11. Database Management:
    Maintain accurate and up-to-date records in our database, ensuring that participant information, program details, and other relevant data are properly documented.
  12. Communication and Collaboration:
    Facilitate communication and collaboration among internal teams, external partners, and volunteers to enhance program delivery. Including social media.
  13. Reporting:
    Generate regular reports on program activities, outcomes, and challenges, providing valuable insights for continuous improvement.


– Proven experience in administration and scheduling (3 years +).

– Strong organisational and time-management skills, with the ability to prioritise and meet deadlines.

– Excellent communication and interpersonal skills to work effectively with diverse teams and stakeholders.

– Proficient in office software and database management.

– Commitment to the mission and values of the No Barriers Foundation.

– Knowledge or interest in health and fitness is a plus.


  • Salary: The annual salary for this position is in the range of €32,000 to €38,000, commensurate with experience.
  • Employee Assistance Program:
    • Complimentary gym membership 
    • Team wellbeing days

How to Apply: If you are enthusiastic about making a positive impact and have the skills and experience to excel in this role, please submit your resume and a cover letter outlining your relevant experience and interest in the position to [email protected]. The deadline for applications is 15/03/2024.

We are an equal opportunity employer and encourage candidates from diverse backgrounds to apply.

Join us in creating a world without barriers and empowering individuals to reach their full potential!


Job Vacancy: No Barriers Foundation recruiting Senior Administrator/Scheduler was last modified: March 7th, 2024 by Rachel McLaughlin


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