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									Date as postmark/email

Dear Applicant

Thank you for your interest in the position of Personal Assistant to Chief Executive
with Oxfam Ireland, operating as Oxfam Ireland.

Please find enclosed the following:

   Application form
   Guidelines to complete application
   Job description
   Personal specification
   Terms & Conditions

If returning by post please return your completed original application form together
with two photocopies to:

Donna McDowell
HR Manager
Oxfam Ireland
9 Burgh Quay
Dublin 2

Please mark your envelope strictly private and confidential. Closing date for receipt
of completed application forms is 12.00 noon on Friday 28th September 2012.
Please ensure the correct postage is applied to returned applications.

If returning by e-mail please forward to recruitment1@oxfamireland.org

It is anticipated that first round interviews will be held week commencing 1st
October 2012 and second round interviews will be held week commencing 8th
October 2012.

Please note that the decision to interview is taken only on the basis of the
information you provide on the completed application form. To assist you in this
please ensure you refer to the key competencies in the job description and the
criteria listed in the person specification. Oxfam Ireland reserves the right to
enhance the criteria dependent on the pool of candidates. Please note, CV’s will not
be accepted.

Thank you for your interest in Oxfam.

Yours sincerely




Donna McDowell
HR Manager



Personal Assistant                         1                               PA/12
Guidelines for Completing the Application Form



   Please find enclosed the job description and the person specification which
    outlines the essential and desirable criteria against which candidates will be
    measured. Criteria not used for shortlisting purposes in the application form will
    be assessed at another stage in the recruitment process. Please ensure you
    address all the requirements listed and demonstrate clearly how you meet each
    criterion in the enclosed application form.

   Please ensure all questions are answered and that the form is completed fully in
    black pen in Block capitals or typewritten.

   Oxfam Ireland accepts no responsibility for checking or notifying candidates if
    forms are unreadable or incomplete for technical reasons.

   CV’s must not be attached to the application or included in the application
    process as these are not accepted as a form of application.

   If your application is emailed you may be asked to sign it at interview stage.

   If you are successfully invited to interview, you may be asked to furnish Oxfam
    Ireland with official original proof of any qualifications supporting your application
    and proof of residence/eligibility to work in UK/Ireland e.g. A National Insurance
    or PRSI Number or valid work permit.

   The application form must be signed and dated on the final page.

   Canvassing will disqualify.

   A candidate found to have given false information or wilfully to have suppressed
    any material fact, will be liable to either disqualification or if appointed, dismissal.




Oxfam Ireland is an Equal Opportunities Employer and welcomes applications
                     from all sections of the Community.




Personal Assistant                           2                                 PA/12
Job Description                                                    Oxfam Ireland
Job Title             Personal Assistant to Chief Executive

Oxfam Purpose         To work with others to overcome poverty and suffering through
                      the most effective and appropriate means.

Job Purpose           To provide confidential, administrative support to the Chief
                      Executive and the organisation’s overall management and
                      governance. The Executive Assistant will also manage the
                      day-to-day operations of the Chief Executive office. (While
                      based in Dublin the Chief Executive has all island
                      responsibility).

Location              Based in Dublin office

Reports to            Chief Executive

Key Activities

1. Provide administrative and secretarial support to Chief Executive including; diary
    management; travel, meeting and appointment organisation; maintaining all
    paperwork and records, expenses, and HR information as required.
2. Be the primary point of contact for council / association to the organisation and
    provide support to individuals and the collective council as deemed appropriate
    by the CEO. Working closely with the Company Secretary, organise meetings for
    council/association and their committees including venues, papers, administration
    etc.
3. Be the initial point of contact for all internal and external people in dealing with
    the Chief Executive.
4. In conjunction with the Chief Executive draft, edit and circulate correspondence,
    reports, proposals, papers for a wide variety of audiences.
5. Draft internal correspondence and staff communications and circulate on behalf
    of the Chief Executive as appropriate.
6. Prepare and process invoices, expenses, expense reports and assist with
    planning, tracking and managing the Chief Executive’s budget.
7. Effective facilitation of meetings/teleconferences including; venue organisation;
    preparing and circulating agendas/papers; minute taking, monitoring follow-up
    and attending internal meetings on behalf of the Chief Executive when
    appropriate.
8. Planning, organising and delivery of larger meetings/events when required.
9. Undertake research for the Chief Executive and the management team as
    required, analysing and synthesising information and where appropriate prepare
    summaries of materials.
10. Provide ongoing support, research and documentation for the Chief Executive’s
    involvement in committees, working groups and projects (internal and external).
11. Provide occasional general administrative support to other department directors
    where appropriate.
12. Any other duty within the scope of the role that may be deemed necessary as
    defined by the Chief Executive.




Personal Assistant                         3                               PA/12
Key Competencies

 Relevant demonstrable experience, in a similar role, of supporting senior
  management / board level to include:
        - organising meetings/events, of various sizes, and teleconferences
        - travel logistics i.e. flights, transport, accommodation and visas etc.
        - diary management
        - drafting reports and minute-taking
        - invoice and expense processing
 Experience of managing a budget
 Demonstrated experience of effectively multiple-tasking in a high pressure
  environment
 Demonstrate initiative and the ability to work independently within defined
  guidelines and deadlines
 Excellent administration skills
 Excellent interpersonal and communication (written and oral English) skills
 Ability to establish and maintain relationships within the organisation and with
  external contacts at all levels
 Flexible; Dependable; Confidential, Professional manner; Tactful; Courteous;
  Discreet

Qualifications & requirements
 Strong commitment to Oxfam’s mission and values
 Strong IT working knowledge of MS office and other relevant packages including
  electronic diaries etc.
 Flexible in working hours – willingness and ability to work irregular hours and
  evening etc. to facilitate meetings on occasion
 Flexible and willing to travel, particularly to Belfast for work purposes when required

General

This is a post of considerable responsibility. The executive assistant will display high
levels of discretion and confidentiality. The post holder will provide a comprehensive
professional and confidential support to the Chief Executive through the provision of
efficient and effective secretarial and administrative duties. There is also a
requirement that the post holder is flexible in terms of working hours. There will be a
necessity to travel, particularly to the Belfast office, and to work outside normal
working hours on occasion to facilitate and support meetings.

Oxfam is an Equal Opportunities employer. We aim to ensure that no staff suffer
discrimination on the grounds of gender, marital status, family status, age, race,
religion, disability, sexual orientation, membership of the Traveller community or
HIV&AIDS status Oxfam requires all staff to apply an equal opportunities approach
and this responsibility rests with all employees and the organisation.




Personal Assistant                          4                               PA/12
Personal Specification                                               Oxfam Ireland


Personal Assistant to Chief Executive

Key Competencies

Essential
1. Relevant demonstrable experience, in a similar role, of supporting senior
   management / board level to include:
       a. organising meetings/events, of various sizes, and teleconferences
       b. travel logistics i.e. flights, transport, accommodation and visas etc.
       c. diary management
       d. drafting reports and minute-taking
       e. invoice and expense processing
2. Experience of managing a budget
3. Demonstrated experience of effectively multiple-tasking in a high pressure
   environment
4. Demonstrate initiative and the ability to work independently within defined
   guidelines and deadlines
5. Excellent administration skills
6. Excellent interpersonal and communication (written and oral English) skills
7. Ability to establish and maintain relationships within the organisation and with
   external contacts at all levels
8. Flexible; Dependable; Confidential, Professional manner; Tactful; Courteous;
   Discreet

Qualifications & requirements
 Strong commitment to Oxfam’s mission and values
 Strong IT working knowledge of MS office and other relevant packages including
  electronic diaries etc.
 Flexible in working hours – willingness and ability to work irregular hours and
  evening etc. to facilitate meetings on occasion
 Flexible and willing to travel, particularly to Belfast for work purposes when required


Desirable
 An understanding of overseas aid and development
 Demonstrable experience of research, analysis and synthesis of information
 Experience of planning a budget




Personal Assistant                          5                               PA/12
Terms & Conditions                                            Oxfam Ireland


Personal Assistant to Chief Executive

   Permanent contract

   36 hours per week

   Salary: €30,868 - €37,202 per annum

   25 days annual leave plus10 days bank/public holidays per annum

   Flexi-time scheme

   Contributory Pension Scheme – 9% contribution by Oxfam Ireland and 5%
    contribution by employee

   Life Assurance cover – 4 time death in service benefit




Oxfam Ireland is an Equal Opportunities Employer and welcomes applications
                     from all sections of the Community.




Personal Assistant                        6                           PA/12
Oxfam Ireland                                                                 Oxfam Ireland
9 Burgh Quay                                                                  115 North Street
Dublin 2                                                                      Belfast BT1 1ND
Telephone: (01) 6727662                                                       Tel: (028) 90 230 220
Fax: (01) 6727680                                                             Fax: (028) 90 237 771
Email: recruitment1@oxfamireland.org                                          Email: recruitment2@oxfamireland.org
       www.oxfamireland.org                                                          www.oxfamireland.org

                                               CONFIDENTIAL

APPLICATION FOR EMPLOYMENT

APPLICATION FOR: PERSONAL ASSISTANT TO CHIEF EXECUTIVE

REFERENCE NO:         PA/12

CLOSING DATE:         FRIDAY 28TH SEPTEMBER 2012 AT 12.00 NOON



PERSONAL INFORMATION
Complete all sections in black ink, sign the declaration at the end, and return to the person and address specified
in the accompanying letter.

SURNAME:                                                                    INITIALS:

ADDRESS FOR
CORRESPONDENCE:


                                                                               POST CODE:

EMAIL ADDRESS:

TELEPHONE:                 (DAYTIME)
                           (EVENING)
                           (MOBILE)

May we contact you at work? – We will do so discreetly.                                      YES          NO


Have you previously been involved with Oxfam?                                                YES          NO

If YES, in what
capacity?



Have you a relative(s) working in the Oxfam at present?                                      YES           NO

If YES, please provide name, position,
location and relationship to you:


      Personal Assistant                            7                                   PA/12
QUALIFICATIONS AND TRAINING
Please give details of your education, qualifications and training relevant to the application in the section below

                        Qualification/Course completed        Place of Education / Training                Grade/ Result
       DATES
From           To




                                                                  [Please continue on extra sheet if necessary]




PROFESSIONAL QUALIFICATIONS
Please give details of any current professional qualifications you hold, or are in the process of obtaining,
including level of membership of professional bodies.

Name of Institute / Professional       Exams (indicate result)
                                                                         Current Class of Membership
Body                                   Date and level




      Personal Assistant                              8                                       PA/12
EMPLOYMENT HISTORY
Please complete the sections below carefully after reading any supplementary information regarding the post, particularly the
job description and list of job competencies. The decision to invite you for interview will be based on the information you
provide on this form and how closely you meet the specified competencies.

PRESENT EMPLOYER:
Dates of             Employer’s name,           Job Title and summary of main duties and                         Reasons for
employment           address and nature         responsibilities                                                 leaving
                     of business

From:


To:




Current Notice required:                                                            Current Salary:

PREVIOUS EMPLOYMENT:
Dates of             Employer’s name,           Job Title and summary of main duties and                         Reasons for
employment           address and nature         responsibilities                                                 leaving
                     of business

From:


To:




From:


To:




From :


To:




                                                                      [Please continue on extra sheet if necessary]




      Personal Assistant                                 9                                        PA/12
ACHIEVEMENTS, PERSONAL QUALITIES & SKILLS
Please use the questions outlined below to demonstrate how far you meet each of the competencies required
for the post. List experience, achievements, knowledge, personal qualities and skills which you feel are
relevant, against each competency using specific examples from your previous experience where
possible. You may include paid and unpaid work, work within the home and leisure interests

Please demonstrate your relevant experience, in a similar role, of supporting senior
management / board level to include:
      a. organising meetings/events, of various sizes, and teleconferences
      b. travel logistics i.e. flights, transport, accommodation and visas etc.
      c. diary management
      d. drafting reports and minute-taking
      e. invoice and expense processing

.




     Personal Assistant                          10                               PA/12
Please demonstrate your experience of managing a budget.




    Personal Assistant                   11                PA/12
ADDITIONAL INFORMATION

Are you eligible to work within the UK/Ireland?                                                 YES   NO

NB If you are successfully shortlisted you will be asked to provide proof of your eligibility
to work within the UK/Ireland


Only for persons who are not nationals of an EU country:

Do you hold a valid permit to work in Ireland / the UK?                                         YES   NO



Please provide details of any unspent convictions. A conviction will not necessarily exclude you from
employment with Oxfam, but will be taken into consideration when assessing your suitability for this
particular position.




Please provide detail of any special arrangements in relation to either correspondence or access, which
you may require if invited to interview:




Please indicate where you heard of this vacancy:

1. Oxfam Ireland’s Website                YES               NO

2. Newspaper?
            Please specify

3. On the internet?
     Please specify website

4.   Other?
            Please specify




         Personal Assistant                           12                                   PA/12
  REFEREES
Give details of two people who have knowledge of you in a working environment, paid or unpaid. (One referee
must be your current or most recent manager). If you currently work, or volunteer, for Oxfam or you have done
so in the past, give your current/last Oxfam manager. Your current manager will only be contacted with your
permission. If you are a recent student give appropriate school or college references.
Personal/Character references will not be accepted unless in exceptional circumstances.
1. Name                                                 2. Name

Address                                                 Address




                              Post Code                                              Post Code



Telephone                                               Telephone

E-mail address:                                         E-mail address:

                                             Relationship to you




  DECLARATION

I confirm the information on this form and any attachments is correct and complete.
I understand that to withhold, falsify or omit relevant material fact will lead to disciplinary action, including
dismissal in the case of a successful applicant. I authorise the verification of any of all of the information
listed on this form and any attachments.

If you are submitting your application online please print your name in the signature box.

Signature:                                                                        Date :



Unless applicants receive notification within 3 weeks of the specified
closing date, would they please assume they have been unsuccessful. In
the interest of economy individual letters will not be sent.




     Personal Assistant                           13                                 PA/12

								
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