About Us:
Circle Voluntary Housing Association was set up in 2003 and is a leading provider of social housing in Ireland. Our vision is to make a real difference by delivering quality homes and innovative integrated housing solutions to individuals and families in Ireland. We are passionate about our people and the delivery of a tenant first service.
Our team members are the secret element of our success. Their experiences, competencies, values, knowledge, and perspectives are greatly valued and have significantly contributed to Circle delivering over 2,500 homes. They deliver services to over 5,000 people and help create thriving communities.
We are dedicated to finding the right people who embrace our purpose, vision, and values. In return we will support you to learn, grow and excel in an exciting, flourishing, diverse organisation. We are committed to fostering an inclusive and collaborative work environment, which values every person who works with us and all of those who live in our homes and communities.
Reflecting the growing diversity of the communities in which we work, we welcome applications from people of all cultures, nationalities, genders, members of the LGBTQ+ community and any background traditionally marginalised in society.
About the Role:
This position requires a highly organised individual with exceptional time management and planning skillset. The successful candidate must excel at general administrative duties, have excellent time management, organisation skills and be a strong collaborator to ensure that deadlines are consistently met. The individual must have excellent written and communication skills, with a focus on clarity, accuracy, and conciseness are required. The individual must be able to work independently with strong initiative and as part of a team. The person must be proactive and a resourceful problem solver. The individual is expected to be discreet and professional with a high level of integrity.
Key Responsibilities:
Quality Management Support
* Maintain and update QMS documents, ensuring version control and accurate distribution.
* Support the management of non‑conformances, corrective and preventive actions (CAPA), and quality improvement initiatives.
* Assist in monitoring quality performance metrics and preparing related reports.
* Ensure records are complete, accessible, and compliant with internal standards and external regulations.
Compliance Administration
* Maintain compliance registers and ensure all required certifications, licences, and renewals are up to date.
* Support regulatory and policy compliance activities across the organisation.
* Help implement and communicate updates to policies, procedures, and regulatory requirements.
* Manage secure and accurate storage of compliance documentation.
Audit Support
* Assist in planning and preparing for internal, external, and regulatory audits.
* Organise audit schedules, materials, and liaise with auditors and internal teams.
* Record audit findings and track follow‑up actions to completion.
* Ensure audit evidence is well prepared and organised.
Data & Reporting
* Collect and organise data for quality and compliance reports, dashboards, and KPIs.
* Produce regular updates and summaries for management review.
Administrative Support to the Office of the Company Secretary:
* Provide clerical and administrative assistance as required.
* Ensure confidential handling of sensitive corporate information.
* Act as a point of contact for directors regarding meeting logistics, document access, and procedural queries.
* Support the onboarding of new directors, including induction processes and documentation.
* Manage declarations of interest, conflicts of interest logs, and compliance registers.
Training & Communication
* Coordinate training sessions relating to quality, compliance, and policy awareness.
* Track attendance, maintain training records, and support competency documentation.
* Communicate quality alerts, compliance reminders, and policy changes to relevant teams.
General Administrative Support
* Provide administrative assistance to the Quality & Compliance Manager and wider quality/compliance function.
* Support meetings, prepare agendas, take minutes, and follow up on action items.
* Assist with general office duties relevant to maintaining quality and compliance standards.
General
* Administrative, documentation, and coordination support to ensure that quality, regulatory, and organisational standards are consistently met
* Work closely and collaboratively with managers and staff across the organisation to maintain accurate records,
* Assist with audits
* Coordinate compliance activities
* and support continuous improvement initiatives
Key Competencies:
* Strong attention to detail
* Excellent communication skills
* Excellent problem-solving skills
* Excellent organisation & time management skills
* Strong collaboration skills
* Professional
* Maintains Integrity & Confidentiality
* Excellent document and data control skills
* Excellent data management & reporting skills
* Workflow, systems & database proficiency
* Technical writing skills, SOP's, policy, procedures, reports, audit response etc.
* Excellent digital & IT Skills, Microsoft Suite, use of dashboards etc.
Education and Work Experience
* Experience, knowledge and background in an administrative role.
* Excellent IT skills, including proficiency with Microsoft Office Suite.
* Experience of working collaboratively across contrasting functions within an organisation.
* Experience of comprehensive record keeping enabling all actions to be evidenced and the current position identified.
* Experience in drafting accurate, accessibly written, and concise policies, reports, and minutes of meetings which are shared internally and with external agencies
Key Skills and Knowledge
* An understanding of Circle VHA's vision, mission, and values.
* Ability to work effectively on own initiative and collaboratively with Circle VHA teams and committees.
* Ability to work with accuracy and attention to detail and within deadlines.
* Positive, collaborative and solution focused individual.
* Ability to form and maintain good working relationships at all levels, internally and
* externally
* Excellent digital & IT Skills, Microsoft Suite, use of dashboard etc.
* Excellent Document and data control skills
* Excellent data management & reporting skills
* Workflow, system & database proficiency
* Project administration and support
* Technical writing skills, SOP's procedures, reports, audit response etc.