Policy & Office Administrator

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.

1. Key Areas of Responsibility
2. 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.

1. 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

1. 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.

1. 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.

1. 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