GOVERNANCE AND COMMUNICATIONS ASSISTANT
THE DUBLIN WELL WOMAN CENTRE
The Dublin Well Woman Centre is a leading provider of women?s sexual
and reproductive health care, delivering healthcare and counselling
services to over **Apply on the website**,**Apply on the website**
women annually from its three Dublin clinics. The Dublin Well Woman
Centre 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, along with the roll-out of
clinical services. As part of the administration team, in a ?hands
on? role you will be responsible for supporting governance and
administration in the Dublin Well Woman Centre, and for assisting with
all aspects of the organisation?s communications.
The successful candidate will be a self-starter who works well on
their own initiative, who can work in a flexible working environment,
and who welcomes the challenges that will come in shaping delivery of
best-in-market women?s health services.
The Dublin Well Woman Centre promotes a healthy work-life balance and
is an equal opportunities employer.
JOB TITLE: Governance and Communications Assistant
REPORTING TO: The Chief Executive
OVERALL PURPOSE OF THE JOB:
Administrative and communications support necessary to ensure the
organisation is running effectively and efficiently, and engaging with
its various stakeholders ? including patients, staff and funders ?
effectively via its various communications platforms.
You will be responsible for a number of weekly and monthly Head Office
administration functions, as well as for working on annual and
once-off projects and initiatives, and for supporting the Dublin Well
Woman Centre in its various governance and communications outputs.
KEY RESPONSIBILITIES OF THE GOVERNANCE AND COMMUNICATIONS ASSISTANT:
* To support Well Woman in meeting its governance/compliance
obligations.
* To lead on Well Woman?s communications outputs
* To be the administrative anchor in Head Office and to the Chief
Executive
GOVERNANCE / COMPLIANCE:
* Working on governance and compliance issues (to include Well
Woman?s work towards adoption and ongoing compliance with the
Charities Governance Code, quarterly Lobbying Register returns, etc)
* DPO (Data Protection Officer) function with respect to the GDPR
* Garda Vetting Officer in respect of Garda vetting applications
* Preparation of monthly statistics on clinic activity for the
Dashboard report (taken from HPM system).
* Monitor any client complaints and ensure responses are issued in
line with our policy (liaising with the Clinic Operations Assistant,
and in conjunction with senior management). Maintain the file.
* Other once-off or ongoing projects and management commitments
* Keep the Administration Manual up to date
* Communicate any new policy updates across the organisation to
staff in all locations
COMMUNICATIONS:
* In consultation with the Chief Executive, create content and image,
produce and distribute regular internal eNewsletters to staff, and
occasional eNewsletters to patients
* Implementation of a social media strategy (from time to time, this
may include monitoring social media outside regular working hours; if
this is the case, TOIL will be given)
* Creating policy-driven and visually-attractive posts for Well
Woman?s three social media platforms (Twitter, Instagram and
Facebook)
* Ensuring the website is up-to-date
* Recording and filing of relevant research documents, news items
and coverage
* Ensure staff are familiar with DWWC values and brand guidelines
* Carry out surveys / research projects; this may include the annual
Staff Satisfaction and Patient Satisfaction surveys (issuing them on
Survey Monkey, writing up draft reports and analysis, etc)
* Assist with the planning and co-ordination of communications
events
* Assist with planning and preparation of the Annual Report; this
will include securing quotes, preparing the timetable, ensuring
various contributions are submitted on time, proof-reading the draft
AR, etc
* Research various women?s health issues
Undertake other relevant duties as may be decided with the Chief
Executive
OFFICE ADMINISTRATION:
* Administrative duties such as answering phone calls, responding to
emails, preparing documents, managing and ordering office supplies and
equipment
* Coordinate filing, archiving and shredding, as needed.
* Assist with planning of meetings and events, as required (includes
diary management, circulation of mailings, booking meeting rooms,
etc).
* Attend Board and other meetings, take draft Minutes at meetings as
required.
* Weekly and monthly recording of A/L, S/L, Study Leave and TOIL in
respect of Head Office staff for Payroll Department
* Liaising with the Operations Manager and Clinic Operations
Assistant, as required
PERSON SPECIFICATION / SKILLS AND SPECIAL APTITUDES:
* Professional telephone manner, and excellent verbal and written
communications skills, including fluency in English, report-writing
and graphs production
* Attention to detail and accuracy is essential, as is
confidentiality, tact and discretion.
* Minimum 2 year?s previous office administration experience
essential.
* Qualification in communications, multi-media or public relations
* Proficient with online communications; graphic design skills (we
use Canva) and the ability to create communications pieces a distinct
advantage
* Experience in developing and implementing email marketing
campaigns
* Strong problem solving abilities, initiative and teamwork.
* Proficiency in Microsoft Office essential, to include WORD and
PowerPoint
* Excellent Excel skills are essential
* Strong interpersonal, written and verbal communications skills
essential
* Ability to prioritise a large workload, manage time and be
flexible.
* Previous experience researching and editing procedures and
policies a distinct advantage.
TERMS AND CONDITIONS
Salary circa ?**Apply on the website**K, role will be based in Head
Office.
2-year fixed-term contract, with 6-month probation period (which may
be extended).
**Apply on the website** Annual Leave days, **Apply on the website**.5
hours / week, (exact hours to be agreed, but likely to be 8.**Apply on
the website** am to 5.**Apply on the website** pm). Occasional evening
hours (to coincide with Board and other meetings, TOIL will be given).
In addition, some flexibility may be required from time to time in
respect of monitoring social media activity over weekends (this will
be recognised in a flexible schedule of hours).
PLEASE SEND A CV AND COVER LETTER BY EMAIL TO **Apply on the website**
AND USE THE WORDS ?GOVERNANCE AND COMMUNICATIONS ASSISTANT? IN THE
SUBJECT LINE.
CLOSING DATE FOR APPLICATIONS: COB TUESDAY, 4TH MAY. INTERVIEWS WILL
TAKE PLACE DURING THE WEEKS BEGINNING **APPLY ON THE WEBSITE**TH AND
**APPLY ON THE WEBSITE**TH MAY.
_THE DUBLIN WELL WOMAN CENTRE IS AN EQUAL OPPORTUNITIES EMPLOYER AND
WELCOMES APPLICATIONS FROM ALL SECTIONS OF THE COMMUNITY. ALL
APPLICANTS SHOULD HAVE THE LEGAL RIGHT TO LIVE AND WORK IN IRELAND
BEFORE APPLYING FOR THIS POSITION._
We need : English (Good)
Type: Permanent
Payment:
Category: Health
