Title: PA (Personal Assistant) to Chief Executive
Job Status: Permanent/Full-time
Location: Rathmines (Hybrid) (Mondays and Thursdays office based)
Report to: Chief Executive
The Irish Heart Foundation is a community of people who fight to protect the cardiovascular health of everyone in Ireland. Together we are working to eliminate preventable death and disability from heart disease and stroke, and to support and care for those living with these life-changing conditions.
We work to achieve this by:
1. Caring for and speaking out for people in the community living with heart conditions and stroke, and their families.
2. Innovating and leading in health promotion and prevention to change health behaviours and reduce cardiovascular risk.
3. Building a nation of lifesavers through CPR training.
4. Campaigning and advocating for policies that support people to live healthier lives.
5. Information provision.
Our team currently is over 100 employees and over 100 volunteers working towards the Foundation’s vision of a future where no hearts are broken by preventable heart disease.
The Role
This is a key post with responsibility and accountability for the efficient day-to-day administration of the Chief Executive’s office. The purpose of the role is to provide administrative support, specifically to the Chief Executive, and to supervise other staff under their remit where relevant. The post-holder will also provide secretarial support to the Medical Director and the Chairperson of the Board of the IHF and the Senior Management Team as required.
The proper performance of these duties will require a high degree of liaison and communication with the Chief Executive, the Board, the Medical Director, Senior Management Team and Staff throughout the Irish Heart Foundation, and also with external stakeholders in the course of their normal duties and responsibilities.
Principal Duties and Responsibilities
The position of PA to the Chief Executive encompasses administrative responsibilities and some managerial responsibilities which include the following:
Administration
1. Provide full administrative support to the Chief Executive.
2. Provide administrative support to the Medical Director as required.
3. Act as Board Secretary and support the Chairperson of the Board and the Company Secretary as required.
4. Maintain and keep up to date the Register of Interests.
5. Ensure all arrangements are in place for smooth running of Board meetings.
6. Manage the Chief Executive’s diary – organise all meetings, prioritise and re-prioritise diary/schedule of meetings, book and set up meeting rooms, organise catering requirements, meet and greet external visitors on arrival.
7. Manage travel arrangements for the Chief Executive and Medical Director as required.
8. Deal appropriately, professionally and efficiently with all communications, queries and visitors to the office of the Chief Executive.
9. Maintain the highest level of confidentiality of all correspondence received and all other activities within the Chief Executive’s Office.
10. Ensure up-to-date knowledge on all relevant matters throughout the organisation.
11. Read and understand all communication sent to the Chief Executive including letters, emails, minutes of meetings, reports and updates provided by staff.
12. Represent the Chief Executive by attending the H&S Committee meetings and attend the Executive Governance and Risk Management (EGRMG).
13. Complete specific assignments and chair meetings/task groups as assigned by the Chief Executive.
14. Manage the administration of bequests received to the IHF on the CRM system and in consultation with the Director of Finance.
15. Manage the administration of research projects and bursaries on the CRM system and in consultation with the Medical Director.
16. Ensure deadlines are met and that service levels are maintained.
17. Be competent in recording minutes of meetings and report writing.
18. Exchange and obtain information from senior management, IHF colleagues, external clients, suppliers and stakeholders.
19. Create and maintain appropriate records and filing systems.
20. Co-operate and work in harmony with other colleagues, teams and disciplines.
21. Participate in training either in-service or at external locations as required by the Chief Executive.
22. Organise events such as the Joint Board & Staff meetings, monthly online staff meetings and other meetings as requested.
23. Liaise with the Communications Department in matters relating to media requests for the Chief Executive’s/Medical Director’s participation in radio/TV interviews, national press etc.
24. Keep the SMT Drive, CRM system and iBabs system up to date as required.
25. Any other duties as requested by the Chief Executive.
Standards, Policies, Procedures and Legislation
1. Maintain absolute confidentiality at all times in all aspects of the role.
2. Maintain own knowledge of relevant IHF policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met.
3. Work within the governance structure within the IHF.
4. Maintain own knowledge of relevant regulations and legislation e.g. Charities Act, Companies Act, Health & Safety etc.
5. Ensure consistent adherence to procedures within area of responsibility.
6. Develop a working knowledge of the Charities Regulator’s guidance and other standards as they apply to the role, along with the associated protocols and policies for implementing and maintaining these standards.
Skills, Competencies and/or Knowledge
1. Professional Knowledge & Experience: Previous experience in a busy, dynamic work environment requiring flexibility is essential. 5 years’ experience in a Senior PA role in any sector. Excellent secretarial, typing, keyboard skills required. The ability to work in an accurate and methodical manner, with great attention to detail, while meeting the demands of a busy office. Excellent numeracy skills. Excellent MS Office Suite skills to include Word, Excel, Access, Outlook. Knowledge and experience of using an e-mail system effectively.
2. Communications & Interpersonal Skills: Excellent interpersonal skills and ability to communicate successfully and sensitively with service users, the public, staff, management, board of directors and outside agencies as required. Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner. Strong written communication skills.
3. Planning & Managing Resources: Ability to balance multiple tasks, prioritise workload and work to deadlines. A high level and excellent organisational skills including the management of diaries, meeting schedules, phone calls etc. on behalf of the Chief Executive. Competence in recording minutes of meetings and report writing. Excellent planning and organisational skills including using computer technology effectively. The ability to manage deadlines and effectively handle multiple tasks. The ability to manage within allocated resources and a capacity to respond to changes in a plan.
4. Evaluating Information, Problem Solving & Decision Making: Ability to work on own initiative and take proactive decisions appropriate to the role. Flexibility, problem solving and initiative skills including the ability to adapt to change. The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate. The ability to recognise when it is appropriate to refer decisions to a higher level of management.
5. Team Working: The ability to work as part of a team and to establish a good working relationship with a wide range of internal and external stakeholders. The ability to work independently on own initiative and as part of a team. The capacity for management responsibility and initiative.
The above job description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post, while in office. Job descriptions are reviewed on a regular basis in line with business needs.
More information on skills and experience required and the benefits of working with the IHF can be found at https://irishheart.ie/careers/
Details of Role and Application Process
This is a full-time permanent role, Monday to Friday. The role is based in the Irish Heart Foundation’s office in Rathmines, Dublin.
Informal enquiries to Ms. Emma Balmaine, Chief Executive.
To apply please provide an up-to-date curriculum vitae and cover letter outlining how you suit the post by email to Ms. Klara O’Malley, HR Manager. Email: hr@irishheart.ie
The closing date for this position is close of business on 28/02/2025.
The Irish Heart Foundation is an equal opportunities employer. It has a strict no smoking policy.
Please be advised the IHF retains all candidate data for a period of 12 months after which it is deleted. Should you wish to have your details deleted earlier than this please contact HR directly to request us to do so.
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