Part-Time Jobs

UCDSU Council Secretary (Part-Time) – Expression of Interest Open!

University College Dublin Students’ Union (UCDSU) is inviting expressions of interest for the position of Council Secretary.

Duration: September 2025 – May 2026

Stipend: €18.00 per hour paid fortnightly by credit transfer

Closing date for receipt of expressions: 4:00 PM, 12th September 2025

UCDSU Council is the highest decision-making body of the Students’ Union. It is comprised of Class Representatives, Part-Time Officers, Sabbatical Officers, and other members as defined by the UCDSU Constitution. This role is vital in ensuring Council meetings are professional, efficient, and accessible for all members.

Role Overview

The Council Secretary is responsible for the administration, logistics, and documentation that enable Council to function smoothly.

Reporting Structure:

This role will have a dual reporting structure, with the Secretary reporting to both the Chair of Union Council and UCD Students’ Union Chief Operations Officer (COO) to ensure agendas, minutes, and communications are well-organized and distributed on time.

Key Duties:

Council Meeting logistics and support – Prepare rooms/online meeting links, track attendance, provide administrative support during meetings, and manage post-meeting tasks.

Documentation & information management –Circulate meeting agendas and any materials, motions, and reports; distribute records post meeting, securely archive meeting records; promptly upload meeting records to the website.

Communications – Keep Class Rep contact lists accurate and updated, issue meeting reminders and materials. Monitor and track meeting attendance and apologies highlighting repeated absences or issues to relevant officers. Liaison with Chair & Officers – meet in advance of meeting to review agendas and provide admin support to the Chair.

Time Commitment per fortnight – 10 hours per fortnight as follows

• Council Meetings: Every second Monday during academic term, 6.00PM–8.00 PM (plus meeting setup

and wrap-up – approx. 3 hours per meeting per fortnight).

• Chair Coordination Meeting: attend 1 hour the Friday before each scheduled Council meeting

• Ongoing Admin: 1–2 hours per week for related meeting business, communication and document

management.

What we are looking for:

Essential:

• Experience in secretarial, administrative, or governance support roles (student or membership-led

organisations ideal).

• Strong organisational, communication, and document management skills.

• Comfortable using shared drives, online meeting tools (Zoom/Teams), and excel spreadsheets.

• Discreet and reliable – able to handle sensitive information professionally.

Desirable:

• Knowledge of student representative structures (e.g. Class Reps, Student Councils).

• Experience supporting meetings using agendas and standing orders.

Context:

This is a purely administrative role focused on ensuring Union Council runs smoothly. You will not be responsible for setting policy or leading campaigns.

Success in this role will be measured by your ability to:

• Communicate clearly and promptly with Class Representatives.

• Organise and support professional, consistent Council meetings.

• Ensure accurate and timely distribution of agendas, minute records, and other meeting documents.

• Maintain well-structured, secure, and up-to-date records and files.

How to express an interest:

Email: secretary@ucdsu.ie to express an interest

Use the subject line: EOI Council Secretary Part-Time

Expression of interest closing date: 4:00 PM, on 12th September 2025. Shortlisting will apply.

Interviews will be scheduled to take place online the week of 20th September 2025.