Job title: Ushers Island Project Administrator About us: At Dublin Simon Community, we are passionate about making home a reality. We aim to empower people to access and retain a home by providing housing, prevention, addiction treatment, emergency response, and other targeted interventions through advocacy and partnership. Job Purpose: Reporting to and working collaboratively with the Programme Director (Ushers Island Project) to ensure Ushers Island Projects are completed within the restraints of time, quality, and budget. Reports to: Project Director of Ushers Island Project Key responsibilities: Project Management Manage meeting schedules of Project Director, recording decisions (e.g. assigned tasks and next steps), monitor project progress and escalate any risk or potential stumbling block, and setting timeframes for stakeholders. Develop and prepare project plans, preparing for project sign off, supporting identification and documentation of business requirements, managing timelines and communication with all stakeholders, and preparing project reporting for stakeholders (HSE, Board, CEO and internal staff). Develop and maintain effective project team communication systems producing project summary reports and coordinating the preparation of all reports Risk Support Update Ushers Island progress risk register, contributing to analysis of risks and opportunities, gathering resources and communicating progress to Project Director. Tracking risk and issue logs and changing control data. General Admin Support Provide admin support to Project Director, including but not limited to the booking of meeting rooms, scheduling of meetings, minute taking, and compiling reports for various stakeholders (HSE, DRHE, Board , CEO). Act as the point of contact for all participants assisting and advising team members on procedures, disciplines and recording and reporting requirements Creating and editing Policies, Reports and Presentations, filing. Ordering items via the procurement process, with correct coding, and relevant follow up with teams and external agencies to ensure products have been successfully delivered. Maintaining and updating expenditure logs submitting delivery dockets for signoff. Requirements of all Dublin Simon staff:
Commitment to the purpose of Dublin Simon Community and 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 Dublin Simon as a whole
To report any area of concern to your line manager promptly
To show reasonable flexibility concerning hours of attendance to meet the needs of the work. Work during unsocial hours may be a requirement from time to time.
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 Health & Safety Representative
To participate in the efficient flow of information within the organisation by sharing and seeking the 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 : Essential for the role:
Must have excellent knowledge of Microsoft Outlook, Excel, Microsoft Sharepoint, and Microsoft Word.
An inquiring mind and analytical ability
Strong organizational skills to coordinate work plans, multiple tasks, prioritise work, manage multiple priorities and meet deadlines.
Proven ability to work with internal and external stakeholders in a constructive and approachable manner, interacting with colleagues of all levels of seniority.
A positive and flexible approach to working in a busy, open plan office with site visits to Dublin Simon services.
Ability to work productively as an individual contributor and collaboratively as a team member.
Excellent written and verbal communication.
Proactive and motivated with the ability to work on own initiative and as part of a team.
Excellent organisational and time management skills.
Experience of working with PowerAutomate and PowerApps.
Experience of working in the non-profit sector.
Understanding of homeless issues in Ireland.
Passion for technology and the role it plays in communicating information and facilitating learning
Understanding of building regulations.
BSc in Business Administration or related field.
Prince 2 or other project management certification
Knowledge of project management software (e.g. Trello or Microsoft Project).
Contract type: permanent,
25 days annual leave,
5% matched contribution to your pension,
Paid Sick Leave Policy,
Paid Maternity Leave Policy,
Bike to Work Scheme,
Commuter Travel Tax Savers Ticker,
1st-week Comprehensive Training.
Salary: 34.000€ Location & Working Hours: City Centre Location Monday to Friday, Hybrid working [37.5 hours per week]. Note: The duties listed in this job description are not exhaustive, and you may be expected to perform other duties as are reasonable in the course of your work with the Dublin Simon Community. Apply for the position Application due date: 01/02/2023 For queries relating to this position please telephone (01) 635 4860
General Info Date Entered/Updated 16th Jan, 2023 Region Dublin City / Hybrid Expiry Date 1st Feb, 2023