Little Company of Mary Region Office
Title: Administrative Secretary
Location: Cnoc Mhuire, 29 Woodpark, Ballinteer Avenue, Dublin 16.
Terms: Permanent , part-time position. 28 hours per week (flexible)
Salary/benefits: Market rate subject to candidate’s qualifications & experience. Onsite parking and optional company PRSA
Reporting to: Region Leader
Little Company of Mary (LCM)
The Little Company of Mary is an International Congregation of religious women. LCM is a registered Charity and the main objects of the Charity are:
To care for and provide relief for those who are sick, suffering and dying
To advance the religious, social and charitable works carried on by the Congregation
To provide for the members throughout their lives within the Congregation.
The Administrative Secretary will be responsible for all of the secretarial administration for the LCM Irish Region. The post holder will be personal assistant to the Region Leader supporting her and the Leadership team in their management of the Charity. The candidate will have responsibility for ensuring the smooth and efficient running of the Region office and will provide comprehensive and confidential administrative support to the Leadership. The position is a stand-alone role thus experience and an ability to work on own initiative is required. The candidate must ensure all work is done in a manner that upholds the ethos of LCM and must treat all people with compassion, dignity, hospitality and respect.
Key Duties and Responsibilities
Responsible for providing a wide-ranging administrative support to the Region Leader, ensuring that all tasks are preformed to the highest standards and are both timely and accurate.
Administration and co-ordination of out-going correspondence (emails, letters, news- letters, forms etc): typing, taking dictation, proof reading and spell checking all communications and obtain signatures where required.
Incoming correspondence: open, acknowledge, distribute and file all incoming correspondence as required.
Filing & record keeping: overhaul the filing system (both electronic and paper files) and ensure it is kept up to date and that all documents are stored in a logical and easy to retrieve manner. Also assist the archivist in the management of the LCM archives.
Meetings & Appointments: assist with preparation for various meetings, arrange hospitality/refreshments and attend and record meeting minutes as required. Maintain diary of Region Leader and communicate details of all meetings/appointments to all relevant parties.
Liaise with church bodies and various international religious groups on behalf of LCM. (eg AMRI, Vocations Ireland)
Co-ordinate LCM participation in various events, in particular, events associated with Vocations Ireland.
Website: responsible for upgrading, updating and maintaining the LCM website
Communication: responsible for welcoming visitors, answering telephone calls and taking messages and face-to-face enquiries in a friendly manner.
Facilities Management: responsible for arranging any necessary repairs & maintenance and cleaning of the Region office. Must ensure all office equipment is maintained and in good working order and that office supplies are adequately stocked.
Assist and support with a variety of tasks that may be assigned from time to time.
Previous experience in an administrative or secretarial role is essential
Ability to take dictation, must be proficient in shorthand/speed writing
Excellent typing skills
Excellent organisational skills
Excellent interpersonal skills
Competent in MS Office suite software
Able to take direction but also able to work on own initiative as required
Ability to maintain a high degree of confidentiality
To Apply Please email your CV to: firstname.lastname@example.org
Date Entered/Updated: 30th May, 2023 Expiry Date: 30th Jul, 2023 Region: Dublin 16