Homeless Services Administration Support

Job Title: Homeless Services Administration Support Reporting to: Head of Homeless Services Date of Issue: May 2024The Role This is an administration support role which focuses on providing assistance to COPE Galway Homeless Services, in particular to the Head of Homeless Services. This dynamic role requires adaptability, flexibility, initiative, and the ability to multi-task and prioritise effectively. Our Values, Our Work, Our People Our Vision is a community where every person is valued, cared for, and supported at every stage of life. We work to achieve this by providing essential support for people at challenging times in their lives, and by advocating for systemic change to remove the root causes of inequity and disadvantage that constrain the wellbeing and development of individuals, families and communities.   Our Mission is to make a difference by empowering people, creating change and strengthening communities. We understand, respect and respond to the needs of our clients who are always at the forefront of our work.   COPE Galway is committed to becoming a Trauma Informed Organisation through an implementation plan that includes training for all team members across all roles and departments. Trauma Informed Practice (TIP) aims to support us to recognise trauma and to react and respond to it in ways that minimise triggering and re-traumatising people, so that we continue to provide the best possible services to those who need us most. TIP also encourages us to focus on our organisational culture and how we each interact with one another to create psychologically safe environments for clients, volunteers and staff. It encourages us to reflect on our triggers and responses and considers personal and organisational responses to staff wellbeing to ensure that our people are supported to deliver the best services they possibly can to those who need them most.  Everything we do is guided by the COPE Galway Approach to help us achieve our vision of a community where every person is valued, cared for and supported at every stage of life.   This assets-based and person-centred approach recognises that each person has attributes and strengths that can make positive differences in their own lives. We achieve results for the people we work with because of our Approach.   The COPE Galway Approach is built on:  Understanding - Deep listening, storytelling, learning, developing, openness, connections.  Respect - Valuing the whole person, empowering, trusting, believing in the potential of others, drawing on strengths and abilities.  Response - Quality, professionalism, making an impact, challenging ourselves, continuous improvement.  Strong human relationships form the basis for the COPE Galway Approach. These relationships are established on how we understand and respect those we work with and how we respond so that we positively impact people’s lives.   Our Team is supported by regular support and supervision, and access to our Employee Assistance Programme. Our people receive a wide variety of on-the-job training, with core training including Trauma Informed Practice, First Aid Responder, MAPA (Management of Actual and Potential Aggression), Overdose Response and Naloxone Administration and additional trainings including Values Workshops, Diversity Workshops and Harm Reduction Workshops.   Main Duties and Responsibilities 1.    Facilitate the smooth running of meetings; including booking meeting rooms and catering requirements; sending invitations; minuting meetings; drafting agendas2.    Process time and attendance entries on COPE Galway’s Time Management System3.    Assist with recruitment tasks when required including coordinating inductions and liaising with Human Resources regarding interviewing and onboarding4.    Administration of the PASS system for COPE Galway (Pathway Accommodation and Support System- an online shared system utilised by every homeless service provider and all local authorities in Ireland)5.    Assist with Email correspondence and calendar/diary management through Outlook6.   Process orders, expenses and invoices7.   Prepare reports and collate statistics, generating reports as required8.   Establish, maintain and further develop administration and filing systems, both physical and virtual 9.   Assist with receiving and distributing donations received for Homeless Services10.  Liaise with Head Office functions and other relevant personnel as required11.  Engage in organisational development work on behalf of Homeless Services when required12.  Manage the archiving and disposal of service records in accordance with the company policy in conjunction with the Head of Homeless Services 13.  Be alert to improving systems and processes that serve to streamline, improve efficiencies, and support compliance requirements14.  Respond to general queries about the Homeless Service when appropriate15.  Provide support to other senior Homeless Services managers when requested16.  Liaise with Head Office functions and other relevant personnel as required17.  Cover the main desk on occasion when requested by the Head of Homeless Services or Head of Operations Health and Safety 18.  Work in line with the COPE Galway Safety Statement and all relevant Health and Safety policies and procedure19.  Remain vigilant to any Health, Safety and Welfare risks in the workplace, making every effort to ensure your own personal safety and the safety of others and contribute to the ongoing development and updating of Health and Safety practices20.  Bring any Health and Safety related concerns to the attention of relevant personnelGeneral  21.  Treat staff, clients and members of the public with dignity and respect at all times22.  Work effectively with other COPE Galway personnel when performing your duties 23.  Engage in supervision sessions on a regular basis with designated supervisor24.  Operate within the COPE Galway Code of Practice and organisational Policies and Procedures including the Confidentiality, Child Protection and Dignity at Work policies 25.  Maintain confidentiality in respect of the staff, clients and the organisations activities26.  Have a flexible calm approach and a ‘Can Do’ attitude which contributes to a positive working environment 27.  Carry out administrative and financial procedures in accordance with COPE Galway policies and procedures28.  Continue to learn and develop professionally through participating in training and workshops29.  Ensure that confidentiality is maintained in accordance with the COPE Galway Confidentiality Policy and Procedure and agreed information-sharing protocols30.  Work at other COPE Galway locations as required31.  Undertake other such duties as might be reasonably assigned from time to time in consultation with the Head of Homeless Services    PERSON SPECIFICATION  The ideal candidate will have an organised approach, excellent computer skills, as well as good communication skills and is comfortable working on their initiative. The person will have a proven record of working in a similar role and will be interested in and committed to working for an organisation involved in working with and supporting people from marginalised communities.   ESSENTIAL REQUIREMENTS: •      Have a minimum of two years’ experience of working in an office environment in a similar or comparable role•      Significant experience of working with Microsoft Office•      Flexible approach to work with the ability to work on own initiative and as a member of a team DESIRABLE REQUIREMENTS: •      A relevant qualification •      Previous experience as a personal assistant to a senior manager Core competencies:•      Excellent organisation and time management skills and ability to prioritise tasks effectively•      Demonstrate an openness and willingness to adapt to change •      Aware of, understand and maintain appropriate professional boundaries•      A professional manner both in person and on the telephone•      Demonstrate an informed and considered approach to work•      Exercise good judgement•      Proficient in the use of Microsoft Office to include; Microsoft Teams, PowerPoint, Word and Excel with the ability to produce tables, graphs, reports etc.•      Excellent attention to detail and ability to produce accurate typed and written work•      Excellent verbal, written and interpersonal communication skills•      Actively listen and communicate in a timely and effective manner in all interactions with colleagues•      Committed to the vision, mission and values of COPE Galway•      Consider all solutions, opportunities and anticipated obstacles before taking action Satisfactory references and Garda clearance are required for this role Key terms and conditions of employment Type of contract:  One-year fixed term initially Hours of work: 37 hours per week (Monday to Friday) Salary:                  €31,651 - €36,801Method of pay: Monthly by credit transferAnnual Leave: 24 days per annum plus bank holidays