We are seeking a highly organised and detail-oriented Administrator to work with our CEO with a particular focus on governance, insurance and health & safety compliance. The successful candidate will play a key role in supporting the CEO and Management Team by managing governance processes, coordinating meetings, preparing and distributing documentation, taking formal minutes, and ensuring organisational compliance with insurance and health & safety regulations. This is a dynamic role suited to someone who thrives in a fast-paced environment and has experience working at a senior administrative level.
The ideal candidate must have:
Proven ability to take clear, accurate, and professional minutes for Board and formal meetings
Understanding of charity regulations, governance practices and compliance requirements in Ireland. (Charity Regulatory Authority)
Excellent written and verbal communication skills, with the ability to draft professional correspondence, reports, and minutes.
Strong organisational and multitasking abilities with high attention to detail and the ability to meet tight deadlines.
Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
Board & Sub Committee Coordination.
- Schedule and organise Board and Sub-Committee meetings, including drafting and circulating agendas, and taking accurate and timely minutes.
- Ensure all meeting documentation is maintained in an organised, secure, and accessible format
- Manage all communication and information flow between the Board, Sub-Committees, and senior management, ensuring timely dissemination of minutes and follow up on agreed actions.
Board Development & Training
- Coordinate and deliver induction processes for new Board members.
- Identify and organise appropriate training and development opportunities for Board members in line with governance best practices
Governance & Compliance
- Assist in the development, implementation, and ongoing maintenance of governance policies and procedures
- Support the CEO in ensuring that the organisation complies with all relevant statutory and regulatory requirements, including preparation and submission of filings to regulatory bodies
- Prepare and ensure relevant filings with all regulatory bodies as required;
Legal & Regulatory
- Liaise with legal advisors on governance and compliance matters, as directed by the CEO
- Stay up to date with developments in relevant legislation, regulation, and governance standards, and advise the CEO and Board on their implications for the organisation.
Insurance
- Oversee insurance policies, including renewals, compliance, claims processing, and documentation.
- Maintain up-to-date records of all insurance coverage, including liability, property, and employee insurance.
- Regularly Liaise with insurance providers and brokers to address any issues or queries and ensure the organisation is adequately protected.
- Support the Identification, assessment, and management of risks to Limerick Youth Service, ensuring appropriate risk management frameworks are in place.
Health & Safety Management
· Assist in developing and implementing health and safety policies and procedures.
· Conduct regular risk assessments and ensure compliance with legal requirements.
· Maintain health and safety records, including incident reports and training documentation.
· Coordinate safety training sessions and maintain records of staff certifications
· Support audits and inspections to ensure workplace safety standards are met.
· Contribute to continuous quality improvement and Limerick Youth Service broader strategic goals.
Facilities & Operations
· Liaise with Facility leads across LYS property sites to support the effective management of facilities and ensure compliance with health, safety, and operational standards. This will include addressing facility-related issues and ensuring a timely resolution.
· Coordinate procurement processes for capital works or grant-funded projects including obtaining quotes and coordinating contractors.
Reporting and Documentation
· Generate regular reports on insurance status and health & safety metrics to inform decision making. This includes preparing compliance reports for management review.
· Accurate and organised record-keeping will be essential to support audit processes and ensure ongoing compliance with legal and regulatory requirements.
Job Type: Full-time
Pay: €31,000.00-€43,000.00 per year
Benefits:
- Bike to work scheme
- Company events
- Employee assistance program
- Sick pay
Schedule:
- Monday to Friday
Education:
- Advanced/Higher Certificate (required)
Experience:
- Administrative : 3 years (required)
Language:
- English (required)
Work Location: In person
Application deadline: 20/06/2025
Reference ID: PA/Administrator