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Private Secretary
1 month ago
Ombudsman for Children Office - Private Secretary & Governance Support to the Ombudsman for Children
Sigmar Recruitment is working in conjunction with the Ombudsman for Children Office (OCO) to recruit a Private Secretary and Governance Support to the Ombudsman for Children, who will work closely with the Ombudsman for Children to assist with scheduling and logistics, administration support, to support with the Management Team secretariat, and to provide cover and ad hoc support.
The successful candidate will report directly to the Ombudsman for Children, and will work closely with Corporate Services, and across the Office.
About the OCO
The OCO investigates complaints about services provided to children by public organisations. The service is free and independent. The Ombudsman for Children’s Office (OCO) is a human rights institution that promotes the rights and welfare of young people under 18 years of age living in Ireland.
About the Role
- Scheduling and Calendar Coordination.
- Screen and direct phone calls as well as recording and distributing correspondence (hard copy and email).
- Primary Point of Contact: Serve as the main liaison between different stakeholders for the Ombudsman for Children.
- Update and maintain stakeholder contact list on behalf of the Ombudsman and management team to support OCO events, activities, and external communications.
- Travel Coordination and Logistics.
- Liaise with the Communications Team on behalf of the Ombudsman for Children in relation to events and speeches they will be involved with and around media queries.
- Liaise with those people inviting the Ombudsman for Children to speak at, or attend, events to ensure smooth logistics and appropriate content for speeches.
Administration Support
- Draft and manage correspondence, including letters, emails, and reports, ensuring timely and professional communication on behalf of the Ombudsman for Children.
- Organise and prepare for meetings, including gathering of documents and attending to the logistics of meetings (in person and online).
- Research topics of relevance for the Ombudsman for Children as required.
Management Team Secretariat and Administration Support
- Provide full Secretariat function to the Management Team; organise monthly meetings, set the agenda, take minutes, ensure actions are logged and followed up on and send reminders as required.
- Keep the terms of reference and workplan for the Management Team up to date with reference to the Code of Practice for the Governance of State bodies.
Compliance and Records Management
- Maintain records for the Ombudsman for Children in line with our electronic filing rules and good records management.
- Act as the data protection champion for records relating to the Ombudsman for Children and carry out data destruction in line with the OCO Data Protection and Retention policies.
- Support the Ombudsman for Children with procurement administration and liaise with Finance on payments, purchasing and procurement requirements as required.
Minimum Requirements
- 3+ years of experience as Executive Assistant or a similar multitasking administrative / relationship liaison role.
- Excellent organisational, diary management and time management skills.
- Excellent level of IT competency, Excellent MS office skills, Canva etc…
- Eligibility to work in Ireland.
What’s on Offer
- Permanent position.
- Office based in Dublin 1.
- 23 Annual Leave days per annum.
- Many more family friendly and flexible working policies.
What’s Next
- To apply, candidates must complete and submit an Application Form via the online application portal.
- To download a copy of the Application Form (Word Document) and to apply, please visit www.ocojobs.com or click the ‘Apply’ button. Only application forms fully submitted online will be accepted into the campaign.
- If this role interests you, or if you have any queries, please don’t hesitate to contact Shane Mullen at Sigmar Recruitment – smullen@sigmar.ie
Closing Date
- Your application must be submitted on the online application portal before 12 noon exactly, Thursday, 13 February 2025. Applications will not be accepted after this time.
- Entry level
- Full-time
- Administrative
- Civic and Social Organizations
