Policy & Office Administrator - Permanent
Reporting to Office Manager ROI
Location: Dublin - on site (4 days a week)
Hours - 28 hours per week (4 days)
Salary - €27,480.80 per annum
1. Scope of Responsibility
The Policy & Office Administrator provides essential administrative, coordination, and governance support across office operations and policy management functions.
This role in conjunction with the office manager ensures the smooth running of the office environment while supporting structured policy development and policy tracking, meeting administration, and action tracking across multiple governance forums.
The post holder will work collaboratively with the Central Office manager, team and colleagues across the organisation, supporting shared objectives through effective communication, coordination and delivery of high-quality administrative services.
2. Key Areas of Responsibility
1) Office Administration
- Front of House: Respond to incoming phone calls and emails to promptly, addressing queries and redirecting messages where necessary and support internal events
- Post Management: Manage sending and receiving mail and deliveries
- Staff Inductions: Facilitate and deliver the induction of new staff, including office tours and issuing keys and equipment where appropriate
- Maintenance & Upkeep: Support the office manager for all maintenance work, including refurbishments, and serve as the main contact for overseeing office moves.
- Environment Management: Support office manager with overall responsibility for ensuring the ROI office is safe, well-presented, and fit for purpose at all times. And ensure technological equipment is in working order and stationery is stocked
- Financial Tracking: Support office manager with budget on tracking expenditure on company credit or Soldo cards.
2) Policy & Services Administration
- Policy Management Group Support: Serve as the primary administrative support for the Senior Services Managers. This includes attending meeting, capturing top-level comments and definitive actions, and tracking progress on these policy-related items monthly
- Day-to-Day Policy Administration: Provide dedicated administrative support prioritizing tasks that facilitate the review and drafting of policies
- Logistics Support: Provide ad-hoc travel and logistics support for the Senior Services team as required
- Attendance at allocated routine and ad hoc meetings for minute taking purposes including circulation of draft and final minutes in collaboration with meeting host
- Project Management Group (PMG) Meetings
- Rendu Steering Group Meeting
- Housing Development Committee Meeting
- Depaul Housing Executive Team Meeting
This may be subject to change as meetings evolve
3) Compliance and H&S Support
- Provide administrative support to organisational Health & Safety (H&S) meetings
- Track progress of H&S-related actions and report updates to relevant stakeholders
- Support the organisation in maintaining compliance standards through accurate documentation and follow-up
The above list is not exhaustive; additional areas of responsibility may be added over time and flexibility to cover for other staff roles is required from time to time.
3. Person requirements
- Minimum of one year’s experience in an administrative, governance, or coordination role, including responsibility for accurate minute-taking, action tracking, and general office administration duties (e.g. reception, front-of-house, or customer service support).
- Demonstrated exposure to policy, governance, or structured decision-making processes, with an understanding of the importance of policy adherence, compliance, and accurate documentation.
- Strong written and verbal communication skills, with the ability to clearly record, relay, and track information relating to meetings, actions, and policy decisions.
- Proven ability to handle sensitive service user data and confidential policy discussions with a high level of discretion, professionalism, and integrity.
- Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint, with the ability to produce accurate documents, trackers, and reports.
- Strong organisational skills with the ability to manage competing priorities, organise workload effectively, and meet deadlines in a busy, fast-paced environment.
- High level of attention to detail with the ability to maintain accurate, structured, and well-organised electronic and physical filing systems.
- Professional, approachable, and customer-focused, with the ability to work independently and collaboratively across teams and functions, including cross-office coordination.
- Experience working with AI tools
Desirable Criteria
- Experience working within the charity or not-for-profit sector is desirable but not essential.
4. General requirements
- While the line manager is specified above, this does not preclude higher level grades 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.
- 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.
WHY WORK FOR US?
Depaul is a cross border charity supporting some of the most marginalised individuals, couples and families experiencing homelessness. Our mission is to end homelessness and change the lives of those affected by it. Would you like to help us to meet our mission?
We are a values led organisation and aim, at all times, to live and breathe these values in our everyday work. Our values are based on four key principles:
- We celebrate the potential of people
- We put our words into action
- We aim to take a wider role in civil society
- We believe in rights and responsibilities
Click Here to Review our Privacy Notice for Employees in ROI
EQUAL OPPORTUNITIES:
Depaul strives to create a diverse and inclusive programme and is committed to ensuring equality of access to our opportunities and equality of treatment for our staff in all our policies and practices. We welcome applications from individuals aged 18 and over from a diverse range of backgrounds.
Our Benefits
- Annual Leave Up to 3 years' service: 25 days per year
- 3 years' up to 5 years' service: 27 days per year
- Over 5 years' service: 30 working days per year (Exclusive of bank and statutory holidays)
- 10 public holidays each year with Good Friday as discretionary day.
- Day off and day pay for Christmas Day, St.Stephen's Day, and New Year's Day worked for shift workers.
- Non-Shift Workers: Paid day off on public holidays.
- Shift Workers: Expected to work on public holidays; receive an additional day of annual leave in lieu.
- Non-Rostered Employees: May be entitled to one-fifth of the normal weekly rate of remuneration for the public holiday.
- Pension Matched by the employer
- Health Assistance Each staff member gets access to a health cash plan so you can claim money back, up to set limits, on a number of treatments. This includes dental, optical, acupuncture and many more. Your children under 16 are also included on the plan.
- Life Assurance Four times salary
- Maternity /Adoptive Leave 18 weeks full pay
- Paternity Leave 2 weeks full pay
- Sick Leave Entitlement to sick pay starting from day 1 with level of entitlement increasing with length of service (subject to policy terms)
- Employee Assistance Program EAP is a confidential counselling service that provides support to company employees and their family. It is available 24/7, 365 days a year covering; Counselling, legal advice, financial information, career guidance, life coaching, mediation, health information, cancer support, autism support, infertility and pregnancy loss, elder care support, parent coaching and international employee support.
- Learning and Development Depaul’s Vision, Mission and Values course, this involves travel to meet the Depaul International family.
- Emerging Leaders, supporting workers that would like to develop their leadership skills and to progress to a management role.
- Online learning resources within Depaul’s award nominated online learning platform, Moodle. Mandatory training including, MAPA, Health and Safety, Child Protection, Fire Safety, and First Aid
