Job description
L’Arche Ireland Personal Assistant to CEO
Context
L’Arche is an international movement which builds communities with people with intellectual disabilities. The L’Arche vision is unique and inspires an ecumenical Christian community, open to people of all faiths or none, who share its values and mission:
‘We are people with and without learning disabilities, sharing life in communities belonging to an international federation;
We celebrate the unique value of every person and recognise our need of one another;
Mutual relationships and trust in God are at the heart of our journey together.’
Our Mission is to:
‘Make known the gifts of people with learning disabilities revealed through mutually transforming relationships;
Foster an environment in communities that is inspired by the core values of our founding story and responds to the changing needs of our members;
Engage in our diverse cultures, working together to build a more human society.’
Key Responsibilities:
Supporting the work of the CEO through administrative organisation of meetings, planning, HIQA admin and general administrative/secretarial duties in the L’Arche Ireland office.
Some secretarial duties for the Chairperson of L’Arche Ireland and the Board of Directors – mainly preparation of the Board of Directors meeting and taking Minutes.
Ensuring updates are met for CRO, CRA, HIQA and HSE. This can include form to be submitted, reports to be sent, general updates regarding changes within L’Arche.
Correspondence with accountant on ongoing matters and queries.
Correspondence
Ensuring that all correspondence is dealt with promptly: emails, letters, telephone and general enquiries.
Checks on social media and website.
Minute Taking
Travel to meetings for Minute taking. (At lease 4-5 Saturdays a year in either Dublin, Cork, Belfast, or Kilkenny. Occasional travel week days to the above cities for minute taking.
Typing up of Minutes and reports for CEO and distribution of same.
Follow up of relevant work related to PA/Secretary role – generated at meetings.
Co-ordinating of meeting arrangements for CEO
Booking venues, flights, accommodation.
Keep on-line diary for CEO.
Prepare documents and relevant material for meetings.
Assist co-ordination and management of occasional L’Arche Ireland/International events held in Ireland.
Finance
Keep Income & Expenditure accounts for L’Arche Ireland office. Prompt payment of all invoices generated by CEO, Central Committee, Fundraiser and Office Admin.
Prepare Annual Budget for L’Arche Ireland.
Support the draft and distribute key documents such as reports and other documentation as required. Research as required.
Dissemination of relevant information to the L’Arche communities (Annual Report, Invoices, HIQA documents).
Keep Insurance premiums for L’Arche Ireland up-to-date.
Maintaining office supplies for L’Arche Ireland office.
Preparation of Annual Report and contact with Designer of the report.
Distribution of invoices to Communities for payments made on their behalf or where part payment for event/meeting is required by them.
This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of our needs at any time.
Requirements:
Available to start mid-May to cover maternity leave
Confidentiality
Experience in Social Care area would be distinct advantage
Knowledge of HIQA structure an advantage
ECDL
Cloud and SURF experience
Microsoft Office, Excel, Outlook, databases.
Informal enquiries should be directed to:
Mairead Boland Brabazon, ‘An Siol’, West St, Callan, Co. Kilkenny (086) 8924965
Sorcha Roantree, ‘An Siol’, West St, Callan, Co. Kilkenny (056) 7755494
Application information:
If you are excited by this opportunity and believe that you have the required qualities, please forward CV and Cover Letter to admin@larcheireland.org detailing why you are attracted to and suitable for this role.
Due to current restrictions during this Covid 19 Pandemic interviews may be conducted via Zoom depending on how the situation evolves.
Deadline for application May 11th 2020