Personal Assistant to Director of Services

Barnardos National Office, Christchurch Square, Dublin 8 with some travel to other locations.

General Information

Job Title: Personal Assistant to Director of Services

Address/Location: Christchurch Square, Dublin 8.

Contact Details: [email protected] Tel.: 01-453 0355 Lorna Lee

Who are Barnardos?

Barnardos believes in Children First and supports the wellbeing of children in Ireland, by working with them, their families and communities and by campaigning for the rights of children. Barnardos was established in Ireland in 1962 and is Ireland’s leading Children’s charity.

What does the Personal Assistant to Director of Children’s Services do?

The PA will be a support to the Director of Services. The Director of Children’s Services works closely with all areas of Barnardos and other Directors across regions covering 55 services in over 40 locations and projects throughout the Republic of Ireland.  Comprehensive and confidential one to one communications and administrative support to the Director of Children’s services is central to this role.

Where are Barnardos services?

We have over 40 project locations across the Republic of Ireland – See more about our services on our Website https://www.barnardos.ie/our-services. This role would be based in our National Office in Christchurch Square, Dublin with some travel to other locations as required.

Who do we work with?

We are a Trauma Informed organisation we believe in Children First. This is an administrative support role working with staff who provide services for children. Barnardos’ partnership-based approach includes working with government and other agencies and professionals involved in the care of children.

Where can I find out more?

https://www.barnardos.ie/about-us/careers-at-barnardos


Job Description

Post: Personal Assistant to Director of Services
Location: National Office and other locations as required
Responsible to: Director of Children’s Services
Works with: Executive Assistant to the Chief Executive, Senior Management Team, Children Services Management team and other managers across the organisation

        

Job Purpose

To provide a confidential and comprehensive Personal Assistant service to the Director of Children’s Services (DoCS) and other members of the Senior Management Team as required. To enable the gathering of data and flow of information between children services and remainder of organisation.  

Requirements specific to the post

  • Gathering information statistics and prepare reports as required, including administration of databases as appropriate to the role
  • To be a point of contact for the DoCS within the organisation
  • Assisting in the flow of communication between services and other functions within the organisation; dealing with correspondence, passing on relevant items as appropriate, replying to correspondence on behalf of the DoCS, thus ensuring correspondence is received
  • To receive, filter and respond to telephone callers and enquiries, referring messages appropriately, screening calls, answering on their own initiative, whenever possible.
  • To maintain diary, scheduling and arranging meetings on their behalf and forward planning.
  • Assisting with collation and tracking of expenses for the DoCS and members of the Children Services Management Team (CSMT).
  • To collate and distribute agenda and other papers for meetings. Taking minutes at meetings and preparing draft minutes for approval.
  • Typing, formatting and preparation of notes, reports and presentations proofread and formatted to the highest standard possible.
  • Arranging papers, scheduling work, and preparing itineraries
  • Liaising with external contacts and to represent Barnardos professionally
  • To track leave information for CSMT and ensure leave returns are prompt and accurate.
  • To assist in budget preparation and monitoring of expenditure and the processing of invoices.
  • To liaise with Senior Management and members of the Management Team.
  • To provide cover for other PAs/Administrators, including minuting meetings, as requested.
  • To provide Reception cover, both scheduled coffee / post cover per rota and emergency cover
  • To take responsibility for specific projects as assigned e.g. arranging Children Services event
  • To make conference and event bookings and travel and accommodation arrangements
  • To manage DoCS online and paper filing systems.

Requirements of all Barnardos staff

  • Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
  • To participate in regular supervision with your line manager.
  • To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole.
  • To report any area of concern to your line manager in a timely manner.
  • To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
  • Have a flexible approach to the work in response to organisational change, development and review of best practice.
  • Participate in and engage with a performance management programme.
  • Identify training needs with your line manager and participate in training opportunities appropriate to the role.
  • To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or local Health and Safety Officer.
  • To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Barnardos Designated Person in a timely manner, in keeping with the Barnardos Child Protection policies.
  • To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
  • To undertake other duties as may be requested by the line manager from time to time.
  • To undertake your work in a manner that is friendly, flexible and informal.

Note: This Job Description will be reviewed and updated in line with the needs of the work.


Person Specification

Personal attributes

  • Excellent communication (verbal and written) and interpersonal skills
  • Highly organised and strong at co-ordinating activities
  • Awareness of confidentiality and the ability to deal with sensitive queries
  • Teamwork required and the ability to work in collaboration with others
  • Ability to work on own initiative and to consult where appropriate
  • Ability to multi-task and prioritise competing demands
  • Flexibility and adaptability in terms of tasks and time is essential for this post
  • Good attention to detail

Experience

Minimum of 3 years’ directly relevant experience essential at a senior level.

Qualifications

  • Leaving certificate or equivalent minimum level of education.
  • Advanced working knowledge of technological solutions including MS Office Suite (Word, Excel, PowerPoint, Access and Outlook).

Full driving licence and access to a suitably insured vehicle.

Flexibility to travel to other Barnardos locations in line with the needs of the work. 

The post-holder is initially assigned to work in the National Office, Dublin 8 but may be required in the future to work in other locations in the Dublin area in line with organisational needs.


Application Procedure

Applicants must complete this application form and submit it through our website before the closing date.

Applicants may also attach a CV or other supplementary information in respect of our application.

Attaching a CV alone will result in the applicant not being considered for shortlisting. 

Shortlisting will apply

Candidates who are moved to the 2nd stage of our Recruitment process are required to complete a medical questionnaire and the E-Vetting process. References will be taken up at this stage.