Grade 7 – Administration Officer

Job description

Grade 7 – Committee Governance & Administration Lead

Location: Dublin
Salary: €61,217 per annum
Contract Type: Fixed Term Contract (1 Year)
Hours: 35 Hours Per Week
Work Arrangement: Office Based

About the Role

Our client is seeking to recruit an experienced and highly organised Committee Governance & Administration Lead at Grade 7 level.

This role is central to the effective operation of the Housing Committee and will be responsible for overseeing committee governance, meeting coordination, documentation management, stakeholder engagement, and quality assurance processes.

The successful candidate will work closely with the Chair, Senior Executive Officer, Staff Officer, committee members, and other key stakeholders to ensure that committee business is managed efficiently and professionally, and that all governance and reporting requirements are delivered to a high standard.

Key Responsibilities

Committee Governance and Coordination

• Coordinate the administration and governance of the Housing Committee.
• Work with the Senior Executive Officer and Staff Officer to finalise committee agendas.
• Ensure committee documentation is prepared, reviewed, approved, and circulated in advance of meetings.
• Draft and maintain Notes to Chair, ensuring continuity of actions, decisions, correspondence, and emerging issues.
• Support the Chair and committee management in delivering committee objectives.

Quality Assurance and Document Management

• Review Business Area Updates (BAUs) submitted by working groups.
• Assess documentation for accuracy, completeness, consistency, and potential implications across workstreams.
• Recommend amendments and seek clarification where required.
• Approve documentation for publication and circulation.
• Ensure all committee outputs are presented in a consistent and professional format.

Agenda and Meeting Management

• Support the development and finalisation of meeting agendas.
• Ensure agenda items reflect committee priorities and current business requirements.
• Coordinate meeting arrangements and circulate agendas and supporting documents.
• Attend committee meetings and oversee the recording of discussions, decisions, and actions.
• Draft and finalise committee minutes.
• Monitor and track actions arising from meetings.

Records and Governance Administration

• Maintain accurate committee records and governance documentation.
• Ensure timely publication and distribution of approved documentation.
• Promote best practice in document control and records management.

Stakeholder Engagement

• Liaise with committee members, working group representatives, Local Authorities, and external stakeholders.
• Provide guidance on committee governance processes and procedural requirements.
• Prepare surveys and information requests to Local Authorities when required.
• Support the Chair and Manager in responding to issues and emerging priorities.

Essential Requirements

The successful candidate will demonstrate:

• Strong experience in committee administration and governance.
• Excellent written communication, report writing, and document preparation skills.
• Experience managing agendas, meeting documentation, minutes, and action tracking.
• Proven ability to quality assure complex documents and reports.
• Strong organisational and project coordination skills.
• Experience working with senior stakeholders.
• Outstanding attention to detail.
• Excellent record-keeping and document control practices.
• Ability to manage multiple priorities and work to strict deadlines.

Desirable Requirements

• Experience supporting boards, committees, governance groups, or steering groups.
• Experience within the public sector, local government, housing, or a similar environment.
• Knowledge of governance frameworks and committee procedures.

Candidate Profile

The ideal candidate will be a proactive and professional administrator with strong governance experience and a proven ability to manage complex committee business. They will be highly organised, capable of working independently, and comfortable liaising with senior stakeholders while maintaining high standards of accuracy, confidentiality, and professionalism.