Operations Coordinator - ARC Cancer Support Centres

We are supporting ARC Cancer Support Centres with the hiring of an Operations Coordinator in their Dublin premises.

Job Title

Operations Coordinator

Location

The primary location is ARC Cancer Support Centre, 65 Eccles Street, Dublin 7. Occasional Cover may be required at other Centres.

Upon successful completion of the probationary period, a hybrid working arrangement may be considered and agreed, subject to the needs of the organisation.

Reporting Relationship

The Operations Coordinator reports directly to the Operations Manager

Manages: No direct reports

Purpose of the Post

To support the Operations Manager by coordinating governance, quality, compliance, and performance activities, ensuring processes are implemented, monitored, and reported effectively.

Roles and Responsibilities

Governance & Compliance

• Configure and maintain compliance registers
• Monitor and maintain the policy implementation plan
• Monitor and review organisational adherence to policies, processes and escalate risks to Operations Manager
• Support the Operations Manager in board report preparation, set up for meetings and any other activities as required to ensure effective governance.
• Support with preparation of annual Financial Statements and Directors report
• Support the coordination of the internal audit schedule
• Assist the Operations Manager in developing post audit and assessment reports for the board.
• Monitor the implementation of quality improvement plans
• Provide executive support to the CEO as required

Quality, Risk & Safety

• Monitor Maintain risk registers across departments and processes
• Support Operations Manager in maintaining Health & Safety Compliance
• Support the Operations Manager in planning Health & Safety Training, upgrades and capital projects
• Assist the Operations Manager with audit planning and inspections
• Maintain and monitor operational policies, procedures and guidelines

People Operations Support

• Monitor and Maintain ARC’s Training Matrix
• Support the Operations Manager in maintain HR Retention Policies
• Prepare Monthly report for on policy compliance, working time, training renewals and any other related people operations documents
• Support Operations Manager in onboarding new staff
• Ensure employee files are up to date and are complete

Operational Coordination

• Support cross-functionally as required
• Support implementation of projects, updates and changes
• Act as liaison for updates, issue resolution, and change management

Business Continuity Support

• Provide operational cover in Operations Manager absence
• Maintain continuity plans on an annual basis

External and internal communications

• Liaise with other staff including the Finance, Services, Fundraising & Communications team members across the organisation
• Represent ARC at external stakeholder meetings as appropriate
• Liaise with external contractors and service providers as required

Eligibility criteria

Qualifications and/or experience

Qualifications and Experience

• Demonstrable experience in administration and/or operational management in a person-centred environment.
• Proven track record in managing relationships with internal and external stakeholders including clients, staff, and service providers.
• Experience in engaging with stakeholders and understanding compliance needs in the charity or health-care related sector.
• A solid understanding of health & safety and risk management.
• Proficient in IT (Word, Excel, PowerPoint, databases) with a third-level qualification in HR, Operations, Project Management, Social or Medical care, or other related disciplines preferred.

Essential skills, competencies and/or knowledge

Flexibility and Adaptability

• Must be comfortable with flexibility regarding working hours and willing to travel between ARC locations to meet the operational needs of the organisation.

Confidentiality and Professionalism

• Strict adherence to confidentiality with a professional and motivated demeanour. An energetic self-starter who takes initiative and strives for excellence.

Interpersonal and Communication Skills

• Strong interpersonal skills and empathy, combined with excellent communication abilities. Acts as a positive role model, fostering a supportive, collaborative, and inclusive working environment.
• Demonstrates initiative in identifying and resolving issues, escalating them when appropriate. Able to work independently with minimal supervision, as well as collaboratively as part of a small team.

Development and Learning

• Eager to learn and assume new responsibilities, focusing on personal and people development. Utilises teaching skills to foster organisational growth.

Analytical Skills and Quality Focus

• Skilled in information collection and analysis, with a commitment to quality and service improvement.
• Educated in or familiar with the concepts and methods of quality improvement.

Attention to Detail and Multitasking

• Demonstrates excellent attention to detail and the ability to multi-task and balance multiple projects effectively.

Equality and Inclusivity

• Applies equality principles, ensuring an environment where diversity is valued and equal opportunities are provided.

Legislative Knowledge

Knowledge of relevant legislation, including but not limited to:

• Data Protection Acts 1988 to 2018
• Safety, Health and Welfare at Work Act 2005
• Safety, Health and Welfare at Work (General Application) Regulations 2005 & 2007
• Employment Equality Act 1998-2015
• Freedom of Information Act 2014

Desirable

• Professionalism in the application of theory to daily practices.
• Critical thinking to be able to recognise client problems and adapt to changes quickly.
• Ability to recognise shortfalls or limitations of their competencies.
• Ability to source both theoretical and technical information