Administrative Assistant

Administrative Assistant

Dioceses of Galway, Kilmacduagh and Kilfenora, and Clonfert

Position Summary

Role Title: Administrative Assistant
Employer: Dioceses of Galway, Kilmacduagh and Kilfenora, and Clonfert
Contract Type: Full-time
Location: Diocesan Office, Galway Cathedral, with occasional duties at other Diocesan Office locations
Reports To: Moderator of the Curia
Working Hours: Standard office hours, with occasional evening or weekend duties

Role Purpose

The Administrative Assistant will provide day-to-day administrative support to the Bishop and Moderator of the Curia in their roles in the governance, administration and pastoral mission of the dioceses.

The role will also provide general support to the Diocesan Offices, clergy, staff and diocesan bodies. It requires an organised, discreet and dependable person who can work well in a busy office and deal professionally and pastorally with a wide range of people.

Key ResponsibilitiesSupport to the Bishop and Moderator of the Curia

— Provide administrative and secretarial support to the Bishop and Moderator of the Curia.
— Manage diaries, appointments, meetings and related correspondence.
— Arrange travel, accommodation and itineraries where required.
— Follow up on actions arising from meetings and correspondence.
— Prepare letters, reports, briefing papers, circulars and other documents.

— Assist with annual reports, statistical returns and other diocesan documentation.
— Maintain appropriate records and files.

Office Administration

— Provide a welcoming and professional first point of contact for visitors, telephone calls and emails.
— Direct enquiries to the appropriate person or office.

— Deal with incoming and outgoing post.
— Order office supplies and maintain appropriate stock levels.
— Liaise with suppliers and service providers as required.
— Assist with invoices, receipts and other routine financial administration.
— Support the effective day-to-day running of the Diocesan Offices.

Communications and Records

— Draft and circulate diocesan notices, parish communications and other correspondence.
— Assist with updating the diocesan website.
— Maintain accurate databases, contact lists and filing systems.
— Handle records and personal information in accordance with confidentiality and GDPR requirements.
— Assist with the preparation of diocesan publications and communications materials.

Meetings and Events

— Provide administrative support for diocesan meetings, gatherings and events.
— Assist with invitations, registrations, attendee lists and event materials.
— Support practical arrangements including venues, catering and programmes.
— Provide administrative support to diocesan committees, councils and working groups.
— Assist with diocesan projects and pastoral initiatives as required.

— Arrange meetings, meeting rooms, hospitality and equipment.

Skills and Experience

— Experience working in a busy administrative office, with excellent Microsoft Office skills.
— Strong organisational skills and attention to detail.
— Excellent written and verbal communication skills.
— Ability to manage a varied workload and prioritise effectively.
— Ability to handle confidential and sensitive matters with discretion.
— Good interpersonal skills and the ability to work with clergy, staff, volunteers and members of the public.
— Experience with websites, databases or basic financial administration would be an advantage.
— Competence in spoken and written Irish would be beneficial.

Personal Attributes

The successful candidate will be:

— Professional, approachable and dependable.
— Organised and accurate.
— Discreet and trustworthy.
— Able to work independently and as part of a team.
— Flexible and willing to assist where needed.
— Committed to the mission and values of the dioceses.
— Able to offer a warm and respectful welcome to all who engage with the Diocesan Offices.

Working Conditions

This is a full-time role based primarily at the Diocesan Office at Galway Cathedral. Attendance at other Diocesan Office locations may occasionally be required.

Some flexibility will be required for diocesan events and meetings taking place outside normal office hours.

Galway City Centre Parking.

Pay: From €35,000.00 per year

Benefits:

• On-site parking

Work Location: In person