Depaul: PA to the Directors
Depaul believes that everyone should have a place to call home and a stake in their community. Our aim is to work with those who are socially excluded and marginalised by providing a quality led service in order to produce the best possible outcomes for those accessing our services. We strive to empower our service users to make choices and decisions about the way they live their lives. We work in partnership with central and local government, housing associations and other non-governmental organisations.
Depaul is an equal opportunities employer, we offer a standard 35 hour working week, generous leave entitlements and a pension scheme. We support all staff with regular supervision and core training.
Depaul wishes to recruit to the following role:
PA to the Directors
Based in the Marillac Centre (Dublin) / Remote work (with onsite as req.)
Full time – 35 hours per week
Salary €38,756.89 per annum
This role offers a fantastic opportunity to support four cross border Directors in leveraging their time through administrative and logistical support, including first stage research and analysis work whilst communicating effectively and working collaboratively with the PA to the CEO. The role will report directly to the Director of Services, Director of Finance & Risk, Director of Fundraising & Communications, and the Director of People & Organisation. This is an exciting opportunity to join a growing value-led organisation that has focus on the organisations development going forward.
2. Key Areas of Responsibility
- 3x Subcommittees. Minuting, preparing and email circulation of papers in advance of meetings
- Coordinating internal and external meeting setup and diary management on behalf of the directors, ensuring efficiency of director’s time in as far as practical
- Anticipating and responding to the administrative and logistical support needs of each of the directors relating to pending meetings, proactively preparing document packs, summary briefing documents and travel arrangements
- Carrying out first stage research and analysis tasks relating to meeting agenda items for the directors, as assigned
- Responding to internal and external task and information queries on behalf of the directors, in as far as practical
- Attending at steering committee and other allocated routine and ad hoc meetings for minute taking purposes, including circulation of draft and final minutes in collaboration with meeting host.
- Advance diary planning and population in respect of recurrent meetings, collation and circulation of documentation and minuting of the following meetings:
- Weekly SLG check in
- FSG ROI,
- FSG NI,
- Quarterly Health & Safety,
- Quarterly Facilities,
- Quarterly Clinical Governance
- Quarterly Grants &Trusts
*The above list is not exhaustive and may be subject to change as meetings evolve
- Maintaining Death in Service files for NI and ROI.
- Collating All-Island service user statistics in collaboration with staff of the Northern Ireland office – and other information analysis tasks as assigned
The above list is not exhaustive; additional areas of responsibility both in relation to tasks and direct reports may be added over time. Proficient use of IT will be required in role, including experience with email in a professional capacity.
3. Person Requirements
- Ability to research information and prepare clear summary documents and to collate data, present summary information and identify trends emerging
- Competent user of MS Word, PowerPoint and Excel
- Ability to balance multiple competing work demands, prioritising workload effectively and working to tight deadlines
- Accurate / detail focus, and
- Experience working in the charity sector is desirable but not essential.
- Experience in an administrative function including reception / customer service
4. General Requirements
- While the line manager is specified above, this does not preclude other senior roles in Central Office from directing or reviewing work or setting dotted line collaborative working relationships between same or different level positions.
- All tasks should be completed in an accurate manner and supported by a clear electronic and hard copy filing system, as appropriate.
- All post holders are required to participate in internal / external meetings as required, including regular supervision and annual appraisal.
- All post holders are required to ensure that all Depaul Ireland policies and procedures are being adhered to, in particularly those relating to health and safety, code of practice and confidentiality.
- All post holders are required to carry out their duties in a professional manner maintaining a high-quality standard of work and always working in accordance with the aims, values and ethos of Depaul Ireland.
- As Depaul Ireland is an all-island organisation, regular liaison and collaboration with staff of the Northern Ireland office is required.
Online Application Procedure:
Please download and complete the application form available on the employment page of our website
For more information, please contact Human Resources:
Tel: 00 353 1 453 7111 or e-mail firstname.lastname@example.org
Closing date for all applications: Friday 02nd July 2021, at 9am