Job description


POST:                                                              Administrative Officer (part-time/ fixed term)


RESPONSIBLE TO:                                    National Council of the Vincentian Family Group


RESPONSIBLE FOR:                               The day to day management and development of the projects being undertaken by the Vincentian Family Group.





To support the Co-ordinator and the National Council of the Vincentian Family Group in the efficient and effective management of the work being undertaken by the group.   This covers a wide range of operations and activities which include:

  • Familiarisation with each organisation and the creation of a database for each branch of the family. This database will consist of information which each branch will compile for the Clerical Officer about their organisation
  • Responsibility for liaising with the co-ordinator of the NCVFG and other relevant bodies on an ongoing basis to share practical information and develop the work of the group
  • Develop a plan, on the basis of the work outlined above, and submit a report bi-monthly to the NCVFG
  • Assist each branch of the NCVFG to further develop their literature and promotional materials for which they are responsible and manage the literature and other materials which specifically relate to the NCVFG
  • Liaise with Catholic publishers to assist in the development of cost effective materials
  • Establish effective administrative procedures and processes
  • Liaise with the Co-ordinator of the NCVFG regularly to review the work for the ongoing projects and identify a practical project for those living in poverty
  • Identify new initiatives to raise awareness and to promote the work of the branches of the NCVFG
  • Identify opportunities for fund-raising to financially support the aims of this group
  • Develop a website and social media presence for the NCVFG
  • Manage the Budget of the Vincentian Family Group and submit a financial report to the NCVFG twice a year
  • Liaise with the Co-ordinator of the Vincentian Family Group on a regular basis to review the work of the group
  • Schedule meetings

Qualifications and Experience

  • An understanding of the Vincentian Ethos is essential
  • Leaving Certificate and additional relevant qualifications
  • Relevant experience in an administrative, clerical or secretarial role
  • High degree of I.T. skills and computer literacy including Microsoft Excel, Powerpoint, Email, Internet good word processing skills, including use of social media, video clips etc
  • An ability to communicate effectively both orally and in writing
  • The ability to exercise initiative and to work in an organised and methodical manner whilst handling multiple priorities
  • An ability to maintain effective relationships with the members of the Vincentian Family Group, the wider Vincentian Family and with external people relevant to the projects
  • Have knowledge of basic financial management and present a financial report twice a year.
  • Full clean driving license with access to a car desirable

 This Job Description is not meant to be definitive or restrictive, but identifies the key responsibilities and tasks of the post holder.  This Job Description may be modified to meet changing needs.