Homeless Services Administration Support

Job Title: Homeless Services Administration Support

Reporting to : Head of Homeless Services

Date of Issue: May 2024

The 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 agendas

2. Process time and attendance entries on COPE Galway's Time Management System

3. Assist with recruitment tasks when required including coordinating inductions and liaising with Human Resources regarding interviewing and onboarding

4. Adminis tration 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 Outlook

6. Process orders, expenses and invoices

7. Prepare reports and collate statistics, generating reports as required

8. Establish, maintain and further develop administration and filing systems, both physical and virtual 

9. Assist with receiving and distributing donations received for Homeless Services

10. Liaise with Head Office functions and other relevant personnel as required

11. Engage in organisational development work on behalf of Homeless Services when required

12. 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 requirements

14. Respond to general queries about the Homeless Service when appropriate

15. Provide support to other senior Homeless Services managers when requested

16. Liaise with Head Office functions and other relevant personnel as required

17. 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 procedure

19. 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 practices

20. Bring any Health and Safety related concerns to the attention of relevant personnel

General

21. Treat staff, clients and members of the public with dignity and respect at all times

22. Work effectively with other COPE Galway personnel when performing your duties 

23. Engage in supervision sessions on a regular basis with designated supervisor

24. 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 activities

26. 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 procedures

28. Continue to learn and develop professionally through participating in training and workshops

29. Ensure that confidentiality is maintained in accordance with the COPE Galway Confidentiality Policy and Procedure and agreed information-sharing protocols

30. Work at other COPE Galway locations as required

31. 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 - €36,801

Method of pay:

Monthly by credit transfer

Annual Leave :

24 days per annum plus bank holidays