Role: People Office Coordinator

Location 159-161 Sheriff Street Upper, Dublin 1

Reporting to Chief People Officer

Contract Permanent

Salary €45,509 - €58,894 per annum

Probation 6 months

Hours 35 Hours

Leave 22 days (+ closed 3 designated days Christmas week)

Clúid Housing is the largest approved housing body (AHB) in Ireland, providing over 9,800 affordable, high quality homes to people in housing need. Our vision is for a society where everyone has a great place to live. This will be achieved by providing quality housing and services to enable people to create homes and thriving communities.

Clúid Housing is an equal opportunities employer and proud to have been recognised as a top employer in Ireland. At Clúid Housing we firmly believe that our success is down to our dedicated and growing staff body working in every corner of Ireland. Our company is made up of talented people who bring enthusiasm, confidence, expertise, professionalism and respect to our business. Our staff consistently work towards achieving our vision of creating a society where everyone has a great place to live.

Our employees benefit from a great working environment, great learning opportunities, a supportive management team and an extensive benefits package:

• Competitive Remuneration
• Excellent & Continuous Training
• Development Opportunities
• Flexible Working Arrangements
• Access to an Employee Assistance Programme
• Excellent Employee Benefits

If the above appeals to you, then keep reading.....and remember Clúid Housing is proud to be an equal opportunity employer.

Chief People Office

Led by the Chief People Officer, the Office is made up of Communications & Policy, People & Culture and Learning & Organisational Development. The overarching mission of the Office is to assist in the growth and development of the company through the provision of support which develops capacity and capability and enables change and thought leadership to deliver on company objectives.

This role will report directly to the Chief People Officer and will provide support and assistance in the areas of people management, administration, coordinating and planning to enable further efficiencies across a variety of areas. It will also have responsibility for the management of the Facilities Team and will extend to the administrative support of the Culture & Reputation Committee and the Nominations & Remunerations Committee.

Role: Chief People Office Coordinator

Role Overview: This role will provide support and assistance to the Chief People Officer through effective planning and diary management, providing administrative support to the different Departments within the Office and coordinating the requirements of the different leadership agendas which are chaired or supported by this Office. The Coordinator will also be responsible for the management of the Facilities Team.

Reporting to: Chief People Officer

Responsible for: Facilities Assistants

Key responsibilities

Planning & Organising

• Diary planning for the Chief People Officer (CPO), scheduling meetings and appointments, booking meeting rooms, preparing documents in advance of meetings for review and liaising with Facilities to book travel requirements
• Assist the CPO in preparation for meetings and following up on actions arising from various meetings, committees and project boards
• Assist in the creation of events for monthly team meetings; organising attendee lists, agenda requirements and sending out updates/actions afterwards
• Organise team building and corporate events with external providers; utilising the relevant procurement process where required
• Manage the collation of information in order to respond to deadlines
• Review monthly measures required for the Chief People Office, sending reminder notifications if required, uploading and notifying the CPO once submitted

Communicating & Influencing

• Coordinate and collate required budgetary information from each Department within the Chief People Office, liaising with each Department re deadlines
• Liaise with the Heads of Department in the Chief People Office to ensure that the risk register and corporate workplans are updated
• Coordinate activities between the various voice channel streams in the business and creating a reporting format for the Senior Management Team and the Culture & Reputation Committee to chart progress and recognise excellence

General Administration

• Format both internal and external documents including presentations and reports as required
• Schedule time in diaries and attending the Culture & Reputation Committee Meetings (4-6 times per year) and Nominations & Remunerations Committee Meeting (minimum 2 per year), taking minutes and circulating to the relevant members, tracking and following-up on relevant actions, collating information required for future meetings as required, assisting in setting agendas
• Assist the CPO in the review of papers and operational proposals and flagging any issues in advance
• Schedule time in the diary for proposal reviews, clearly highlighting deadlines for review and circulation
• Provide general administration support when required
• Assist with various ad hoc projects associated with the different teams and functions within the department
  

People Management

• Provide day to day operational management of the Facilities Team of two people in Head Office
• Collaborate with People & Culture to ensure the best candidate/s are recruited, to develop a thorough induction plan and actively manage the probation process
• Manage your direct reports’ engagement activities
• Provide direct reports with support and guidance to enhance their performance
• Create annual individual development plans
• Ensure that your direct reports work in a safe environment and actively partake in any company wide or team wellbeing activities
• To promote a culture which is supportive of excellent service delivery and meets our vision, mission, and values

Facilities Management

• Support the workflow from the business units to the facilities team ensuring value for money is obtained in contracts and day to day purchasing
• Working with the Asset Management Department to ensure the office building services and supply contracts and maintained
• Provide support and cover for the facilities team during busy periods
• Ensure purchasing processes are adhered to for accurate invoicing, petty cash and credit card spends
• Prepare the Head Office annual budget

Corporate Responsibilities

• Ensure all activity is aligned to Clúid’s values and contributes to the mission of supporting the development of thriving communities
• Adhere to all Clúid policies and procedures at all times
• To exercise discretion at all times
• To fulfil all care and high standards regarding both Clúid’s and your own health and safety obligations

General

• Adopt an approach of continuous learning and personal development
• To positively promote the Association in all activities
• Any other duties which are consistent with your role

Key competencies required in the role

• Leadership
• Caring
• Responsibility

• Collaboration
• Customer Centric
• Sustainability

Departmental Competencies

• General Administration
• Communicating & Influencing
• Planning and Organising

Personal Characteristics

• Attention to Detail
• Goal Focused
• Ability to build relationships
• Ability to prioritise

Personal Characteristics

Key Skills

Candidates will be shortlisted on the basis of illustrating in their application that they fulfil the following criteria. Examples that demonstrate the ability to fulfil the criteria should be included as well as the above competencies.

Education / Qualifications

• Relevant 3rd Level Degree - Desirable
• Experienced in Microsoft Office (Word, Excel, PowerPoint, Outlook, OneNote, Teams) - Essential

Knowledge / Skills

• Strong administration skills and attention to detail, including taking minutes - Essential
• Ability to multitask and work to deadlines - Essential
• Proficient in the use of Microsoft applications and other IT applications - Essential
• Exceptional interpersonal skills - Essential
• Exceptional written and verbal communication skills - Essential
• Project management experience - Desirable

Experience

• 3 years + working in a fast-paced office environment - Essential
• People Management / Team Leader / Supervisory Experience - Essential
• Experience in collating, managing and reporting data - Essential
• Strong administrative experience - Essential

The closing date for applications to be returned for this role is at 27th November 2022 at midnight

It is anticipated that Interviews for the position will be held on week commencing 5th December 2022.

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