Policy Co-ordinator (Part-time)

Depaul; Dublin; On-site; EUR 37,000; Part time

Job summary

A charitable organization in Dublin seeks a highly organized and detail-oriented Policy Coordinator for a part-time role. This position emphasizes critical administrative support, policy governance, and documentation. Responsibilities include tracking policy-related actions and supporting compliance documentation, requiring strong communication skills and discretion in handling sensitive data. Ideal candidates have a proven background in governance and administrative roles.

Qualifications

• Experience in a governance, administrative, or coordination role with accurate minute-taking.
• Demonstrable understanding of policy adherence and compliance.
• Exceptional attention to detail and systematic documentation skills.
• Clear, professional communication skills for relaying policy decisions.
• Ability to handle sensitive data and confidential discussions.

Responsibilities

• Provide administrative support for policy governance.
• Attend meetings and track progress on policy-related items.
• Support organizational health and safety compliance.
• Manage scheduling and notes for meetings.
• Monitor reception and triage incoming queries.

Skills

Governance experience

Organizational skills

Clear communication

Discretion

Job description

Policy Coordinator (Part-Time)
Location: Depaul Central Office, Dublin
Hours: Part-Time (4-day week, 28 hours)
Reporting to: Office Manager
Salary: 36,567 pro rated

Job Summary

We're seeking a highly organized and detail-oriented Services & Policy Coordinator to provide critical administrative and documentation support for our core services, with a strong focus on policy governance and policy implementation tracking. This 28-hour, four-day-a-week role is essential for ensuring that key policy decisions, actions, and compliance mandates are accurately recorded, disseminated, and followed up on across the organization.

Key Responsibilities

• Policy Coordination, Tracking, and Reporting (Policy Focus)
• Policy Management Group Support: Serve as the primary administrative support for the Senior Services Managers. This includes attending, capturing top-level comments and definitive actions, and tracking progress on these policy-related items monthly
• Day-to-Day SST Policy Administration: Provide dedicated administrative support to the Senior Services Team, prioritizing tasks that facilitate the review, drafting, or implementation of policies.
• Services Governance Meeting Support (An Glór Mór). Attend the quarterly Services (HHPA) led meeting and PMG meetings to capture top-level notes and actionable decisions. Ensure that decisions related to Service policy and practice are clearly documented for distribution with clear action to support the running of Services.
• Annual Compliance Documentation (Service User Survey): Lead the compilation, formatting, and presentation of the annual Service User Survey. This is a critical data collection exercise used to inform and evaluate the effectiveness of existing policies and procedures
• Compliance and General Meeting Support: Health & Safety (H&S) Compliance Support: Provide administrative backup for the organizational H&S Meetings. Capture top-level comments and actions necessary for maintaining organizational compliance and report progress to relevant senior attendees. Support implementation of H&S actions across Services
• Advent Series Meetings: Manage the scheduling and capture notes for the standard bi-monthly meetings and support the weekly Advent sessions (10 hours annually).
• Service of Life Event Administration: Assist the Family & Community event leads by accessing and collating sensitive Service User details. Ensure this data is handled in line with data protection policies.
• Essential Administration Services Support: Monitoring Reception: Monitor the Reception Inbox and Phone Messages as minimum of four times daily (9:00, 12:00, 14:30, 16:00). Log and triage incoming queries to the appropriate Services or Policy area.
• Logistics Support: Provide ad-hoc travel and logistics support for the Senior Services team as required.
• Any other duties as required by the business.

Candidate Profile

• Experience: Proven experience in a governance, administrative, or coordination role where accurate minute-taking and action-tracking were primary responsibilities.
• Policy Acumen: Demonstrable understanding of the importance of policy adherence, compliance, and structured decision-making processes.
• Organizational Skills: Exceptional attention to detail and ability to maintain systematic records and documentation.
• Communication: Clear, professional communication skills, both written and verbal, for relaying policy decisions and tracking progress.
• Discretion: Proven ability to handle sensitive service user data and confidential policy discussions with the highest level of integrity.