Governance and Administration Officer
Applications are invited for the post of Governance and Administration Officer with the Irish Penal Reform Trust (IPRT). The successful candidate will be responsible for the day-to-day administrative support of a small and vibrant organisation, with particular responsibility for governance and administration support.
About IPRT
The Irish Penal Reform Trust (IPRT) is Ireland’s leading non-governmental organisation campaigning for human rights and best practice in the penal system, and for progressive penal policy in which prison is a sanction of last resort. We have a track record of achieving big impact for a small organisation. We do this through a combination of research, advocacy, engagement, public affairs, events and working in alliance with others.
Our work is evidence-based, informed by over 30 years of experience, extensive research and proactive engagement with people affected by the penal system. Our aim is to shift the focus of our penal system away from its current emphasis on punishment towards approaches based on prevention, diversion, rehabilitation, and the integration of criminal justice policy with wider social policy. A more effective and humane penal system, which combats social injustice and has safer communities at its heart, also benefits communities and wider society through its emphasis on crime prevention, rehabilitation, and a reduction in reoffending.
Our model of change is that effecting reforms at the highest level will have the greatest impact for the largest number of people. To this end, we focus our efforts on generating evidence-informed policy research and recommendations, underpinned by human rights, while also working constructively with decision-makers to deliver effective penal policy in Ireland and changing attitudes around the criminal justice system.
About the Role
The post offers an excellent opportunity for an ambitious candidate to work in a high profile, dynamic and effective non-governmental organisation. The Governance and Administration Officer will provide general administrative support to the office and help to ensure compliance with relevant governance requirements.
IPRT is an equal opportunities employer, and we welcome applications from people from diverse backgrounds as well as from people with criminal records. We don’t ask for information about convictions during the recruitment process.
This position is full time for a fixed-term period of two years with a view to extension subject to funding. The IPRT is currently operating a hybrid working policy.
The closing date for applications is 5pm on Monday 16 June 2025.
Shortlisted applicants will be invited to interview, which will be scheduled shortly after the closing date.
Terms of Employment
Hours of employment: Full time (35 hours per week, exclusive of breaks) for fixed-term contract of two years with a view to extension subject to funding. Requirement to work flexibly and occasionally at weekends or evenings as appropriate to the role. IPRT’s time off in lieu policy applies.
Probation period: Six months.
Salary: €34,000 to €37,000 per annum, commensurate with skills and experience.
Annual leave entitlement: 25 days per annum.
Pension contribution: Five per cent match-funded employer contribution after successful completion of probation period.
Place of work: The usual place of work is the IPRT Office in Dublin 7, but IPRT operates a flexible hybrid working model. Currently this requires a person to work from the office two days a week during the probationary period. Due to the nature of this role, it would be anticipated that the role-holder would work at least two days a week from the office or as required for in-person meetings or events.
Post holder responsible to: Executive Director
IPRT proactively encourages the professional development of staff members and supports relevant training and upskilling within agreed budgets.
Job Description
The key duties of the position will include:
ADMINISTRATION
Acting as the first point of contact for the organisation on phone and email;
Working with the team to ensure enquiries are tracked and responded to;
Providing general administrative support and record keeping in the office including managing post, invoices, supporting funder reporting requirements, providing logistical support for meetings and maintaining office supplies and equipment to ensure day-to-day running of the organisation.
Maintaining up-to-date and accurate key contact and mailing lists, including the details of all members and donors;
Managing IT and CRM needs of office, including acting as liaison with external IT and CRM support; Backend experience with Salesforce or a similar CRM is a significant advantage. The successful candidate will be tasked with a specific project auditing the organisation's current use of the CRM system to ensure IPRT is getting maximum benefit from the features available.
Providing administrative support on recruitment and HR matters;
Providing administrative support to IPRT Team meetings and Board meetings.
GOVERNANCE
Ensure IPRT remains compliant with the Charities Regulator Governance Code through regular review and by the scheduling updating/renewing of policies and procedures as required;
Support IPRT to honour all deadlines in relation to Companies Registration Office, Charities Regulatory Authority and other regulatory or legislative responsibilities, arrange signing of necessary documents with Board members as required;
Support the organisation to comply fully with General Data Protection Regulation (GDPR) responsibilities and that all GDPR-related policies and procedures are implemented and remain current;
Ensure the organisation complies fully with Health and Safety responsibilities and that all Health and Safety-related policies and procedures are implemented and remain current;
Support the Chair of the Board in co-ordinating board development, board recruitment, board induction and board performance review;
Support the Executive Director in preparation of Board reports and papers; preparing annual schedule of Board meetings; and supporting Board sub-committees as necessary.
EVENTS
Leading administrative support and organisation of in-person and online events, including booking and visiting venues, organising catering, managing attendee lists, printing/pick-up of printed materials, and organising travel arrangements for speakers (where needed) as well as event follow-up. Main venue liaison and point of contact for any logistical issues on the day.
MEMBERSHIP
Management of the IPRT membership database, including responding to sign-ups and renewals, supporting IPRT’s communications with members and donors, and maintaining IPRT's relationship with our members currently in prison by sending newsletters and other communications by post.
OTHER
Building strong working relationships with colleagues in the organisation;
Undertaking other duties which are commensurate with the role, in pursuit of the Strategic Plan as agreed with the Executive Director;
Identifying own CPD needs in conjunction with the Executive Director.
Person Specification
Essential Skills and Experience
The successful candidate will have:
At least three years’ demonstrable experience in general office administration and/or a similar relevant role;
Excellent administrative skills, organisational skills and ability to manage a complex work-load;
Confidence with IT and the basic office software packages (Word, Excel, PowerPoint etc.) with particular emphasis on MS Excel;
Familiarity with and demonstrable experience with the Governance Code and governance requirements for charities;
Excellent written and verbal communication skills;
High level of attention to detail;
Ability to be proactive, work on own initiative with clear direction as part of a small team, and manage competing priorities;
Ability to work flexibly within the role, and occasionally attend evening events as appropriate to the needs of the role.
Desirable Skills and Experience
The successful candidate may also have:
Understanding of Irish NGO sector;
Experience of managing a membership database for an organisation, and CRM systems with a particular emphasis on Salesforce;
Experience of working with a HR system like HR Locker;
A good knowledge of Irish health and safety workplace requirements;
Experience in dealing with financial matters including provision of financial information for funding reports and working to a budget;
Experience of managing stakeholder relationships;
Experience in providing support to a Board of Directors;
Interest in social justice, penal policy and reform in Ireland.
Attitude
Respect for the values and mission of IPRT;
Commitment to ongoing professional development;
Works well within a small dynamic team;
Commitment to and understanding of a working environment which promotes equal opportunities and has regard for the health and safety of others.
Please upload your curriculum vitae plus a statement (no longer than two pages) as to how you meet the Person Specification as set out above by 5pm on Monday 16 June 2025.
Shortlisted applicants will be contacted for interview shortly after the closing date to arrange a date for interview.