DATA, COMMUNICATIONS AND GOVERNANCE CO-ORDINATOR
THE DUBLIN WELL WOMAN CENTRE
The Dublin Well Woman Centre (DWWC) is a leading provider of women’s
sexual and reproductive healthcare, delivering services to over
*, * women annually from
its Dublin clinics. The DWWC is committed to leading through advocacy,
and to influencing the women’s health agenda nationally.
This is an opportunity to play a pivotal role in supporting the
organisation’s ongoing development. As part of the administration
team, in a ‘hands on’ role you will be responsible for producing
and analysing information to assist the Management Team in
organisational development and business planning, as well as
supporting routine administration, communications and governance
outputs in the DWWC.
The successful candidate will be a self-starter who works well on
their own initiative, who can work in a flexible working environment
and to high standards of accuracy and confidentiality, and who
welcomes the challenges that come in delivering landmark women’s
health services in an NGO.
REPORTING TO: The Chief Executive
OVERALL PURPOSE OF THE JOB:
This role is crucial in supporting the DWWC’s growth and ensuring
smooth operations across various functions. As a key member of the
team, you will:
* Produce and analyse data and statistical reports to support
business planning and organisational development
* Oversee governance and compliance tasks, including key reporting
obligations
* Serve as Data Protection Officer and Garda Vetting Officer,
ensuring adherence to relevant regulations
* Manage core administrative functions and internal communications,
including mass communication campaigns
KEY RESPONSIBILITIES:
_GOVERNANCE / COMPLIANCE (APPROXIMATELY 1.5 – 2 DAYS / WEEK):_
* Governance and compliance issues (to include adoption and ongoing
compliance with the Charities Governance Code, quarterly Lobbying
Register returns, etc.)
* Data Protection Officer (DPO) function with respect to the GDPR
and other relevant national and EU legislation (see below)
* Garda Vetting Officer in respect of Garda vetting applications
_AS DATA PROTECTION OFFICER:_
The DWWC processes special category personal data to monitor and
support patients, produce statistics, and provide analysis for
business planning, clinical education, and public dissemination (where
appropriate). The DPO will be the primary point of contact for the
DWWC, its employees, service users, funders, regulators, and the
public regarding data protection and data access requests. The DPO
will:
* Oversee all data protection processes and requirements, ensuring
and monitoring compliance with GDPR and other relevant EU/national
legislation
* Implement the recommendations of the * DWWC
Data Protection Impact Assessment (DPIA).
* Promote a data protection culture within the DWWC, raising
awareness and providing guidance on data protection requirements
* Conduct systematic data protection audits in accordance with GDPR
and other data protection legislation
* Manage and administer Subject Access Requests (SARs) from patients
* Act as the primary contact for the Data Protection Commissioner
(DPC) regarding data protection complaints and queries, and monitor
responses
* Report any data protection incidents or breaches, ensuring the
Chief Executive is briefed at every stage, and liaise with employees,
affected data subjects, and the DPC as required
* Handle privacy-related requests and statutory reports to the DPC
* Manage data retention schedules and maintain a record of the
DWWC’s data processing activities in the form of an Inventory of
Processing Activities
* Draft and amend Data Protection policies, procedures, and
guidelines in consultation with key stakeholders to ensure
organizational compliance
* Review and propose amendments to the Management Team in respect of
third-party contracts, including those for data processors, to ensure
compliance with relevant data protection legislation and regulations
_COMMUNICATIONS (APPROXIMATELY 1.5 – 2 DAYS / WEEK):_
* Prepare weekly, monthly, and specialized reports on clinic
activity and patient trends for the Management Team
* Produce circulation lists and manage external mass email and text
message campaigns to patient groups, including eBulletins
* Ensure that general information on the website is up-to-date
(Note: you will not be responsible for the accuracy of clinical
information on the website, which is reviewed annually by the Medical
Director)
* Administer surveys, including the annual Patient Satisfaction
survey
* Monitor client complaints in conjunction with the Clinic
Operations Manager and / or Medical Director, ensure timely responses,
and maintain the Complaints File
* Assist with planning and preparing the Annual Report, including
securing quotes, coordinating contributions, and proofreading the
draft
_OFFICE ADMINISTRATION (APPROXIMATELY 1 – 2 DAYS / WEEK):_
* Perform administrative duties such as answering phone calls,
responding to emails, and managing office supplies and equipment
* Coordinate filing, archiving, and shredding as needed
* Keep the Administration Manual up to date
* Assist with planning meetings and events, including booking rooms
and circulating mailings
* Attend Board and other meetings, taking draft minutes as required
Undertake other relevant duties as may be decided with the Chief
Executive
PERSON SPECIFICATION / SKILLS AND SPECIAL APTITUDES:
* In-depth knowledge of national and EU data protection laws and
practices, including GDPR
* Minimum 2 - 3 years relevant experience in data protection from an
organisational and information systems perspective
* Strong interpersonal, verbal, and written communication skills,
including fluency in English and a professional telephone manner.
Report-writing skills essential.
* Excellent proficiency in Microsoft Office, including Word,
PowerPoint, and Excel
* Proficiency with online communications; design skills (e.g.,
Canva) are a distinct advantage
* Experience in developing, implementing and analysing email and /
or text message marketing campaigns
* Strong problem-solving abilities, initiative, and teamwork
* Attention to detail, accuracy, confidentiality, tact, and
discretion
* Ability to work in a fast-paced environment, prioritising tasks,
managing time, and remaining flexible
Note: This role does not include responsibility for social media
creation and posting.
This is a full-time role ( *.5 hours / week),
based in the DWWC’s Capel Street Head Office. After an initial
6-month probation period, the DWWC _may _consider a remote working
arrangement, to apply on 1 day / week. Starting salary €**Apply on
the website** – *, * /
annum.
TO APPLY:
Send a Letter of Application outlining your experience and why you are
a good fit for this role, along with an up-to-date CV, to **Apply on
the website**.
Closing date for applications Friday, *th
August *.
We need : English (Good)
Type: Permanent
Payment:
Category: Others
