Policy Coordinator (Part-Time)
Location - Depaul Central Office, Dublin
Hours - Part-Time (4-day week, 28 hours)
Reporting to Office Manager
Salary - €29,253.6 per annum
1. 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.
2. 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 on 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.
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 If you choose to work for Depaul we offer:
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
