Board Secretary & Information Manager

The Gallery wishes to recruit a Board Secretary & Information Manager on a permanent basis. This role sits within the Legal & Compliance Department and plays a pivotal role in supporting a key strategic initiative in the Gallery initiative namely, to strengthen and support a culture of good governance at every level of the organisation in line with our duties as a cultural institution held in the highest regard.

The Board Secretary plays a key strategic role as liaison between the Board and the Executive. It is vital to the efficient running of the Gallery that an individual with the requisite skills, experience and familiarity with relevant codes of practice fills that role.

This post will be suited to a professional, diligent, organised individual who has a proven ability to proactively progress projects and meet deadlines.

Reporting to the Head of Legal & Risk, or their nominated deputy, the Board Secretary & Information Manager will:

o Fulfil the role of Board Secretary for the Board of Governors & Guardians of the National Gallery of Ireland, including:

o Preparation/coordination of Board papers, reports, agendas and minutes, attendance at meetings and follow up on related actions

o Administration of Convene, our secure online Board papers portal

o Organising Board and Committee member induction and ongoing training

o Coordination of internal/external Board/Committee annual self-assessments

o Liaison with the Chair of the Board and other Board and Committee members and ensuring that they are kept informed and up to date with Gallery news and events

o Act as Company Secretary for Friends of the National Gallery of Ireland CLG and International Friends of the National Gallery of Ireland (UK)

o Prepare and submit regulatory filings (including CRO, Charities Regulatory Authority, Companies House (UK) and Charities Commission (UK))

Data Protection

• DPO (with relevant certification achieved in training as an Information Privacy Professional (EU relevant)
• Coordination and administration of Subject Access Requests
• Maintenance of ROPA and other GDPR compliance records
• Managing data breaches and data security incidents
• Liaising with staff/3rdparties/DPC on data protection matters
• Drafting/negotiating data processing agreements
• Assisting with PIAs/DPIAs etc.
• Working closely with Records Manager/IT regarding retention of records

FOI

• Acting as FOI Officer, AIE Officer and Open Data Liaison Officer
• Coordination and administration of FOI, AIE and open data requests
• Assisting with Press queries where required
• Maintenance of FOI Publication Scheme and relevant published statistics
• Carry out any other duties as required

The successful candidate will have:

• A third level qualification in law, compliance, corporate governance, or similar discipline
• Relevant work experience in a position related to law, compliance or company secretarial matters
• Relevant certification achieved as an Information Privacy Professional (EU relevant))
• Professional membership of Institute of Chartered Secretaries and Administrators (ICSA) is desirable
• An ability to work independently and on own initiative whilst being part of a wider team
• Strong administrative skills coupled with an ability to organise and prioritise multiple tasks with excellent attention to detail
• A proactive approach to problem-solving with good decision-making capability
• A proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate a high degree of professional service in response to queries
• A proven ability to prioritise conflicting needs and progress matters expeditiously
• Proactively manage and follow through on projects to successful completion
• Good interpersonal skills together with an ability to maintain positive relationships
• A professional, diplomatic and discreet manner when dealing with the Gallery’s Board, staff and other stakeholders
• Excellent written and oral communication skills
• Proficiency in IT skills including MS Office and databases
• An interest in the Gallery and/or art/history of art/art management
• A positive approach to working in the Gallery and the ability to deliver an effective and professional service

Conditions of employment:

This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. The job description may be subject to review in the view of new structures and / or the changing needs of the Gallery. All employees are required to be compliant with NGI screening, security and Garda vetting procedures.

Citizenship Requirements

Eligible candidates must be:

1. A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

2. A citizen of the United Kingdom (UK); or

3. A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

4. A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4.

Job Details and Application Information

Grade and Salary: The salary for this position will be in accordance with the Higher Executive Officer (PPC) pay scale, as per the 1 August 2025 pay adjustments. The salary scale for this position is as follows:

€58,847; €60,567; €62,285; €64,000; €65,723; €67,437; €69,157; €71,637¹; €74,112²

• The starting salary will be at the first point on the scale, €58,847 per annum, or on a higher point of the scale, as appropriate to the successful candidate, if appointed from an existing public sector role (in accordance with Circular 08/2019).

• Candidates should note the National Gallery of Ireland complies with Department of Public Expenditure and Reform regulations and guidelines on Public Service pay and conditions of employment.

Annual Leave:The successful candidate will be entitled to 29 days of annual leave pro rata

Superannuation: The successful candidate will be placed on the public sector pension scheme.

Benefits: The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes.

Duration: Permanent, Full-Time

Working hours: Full time, 5 days a week - 35 hours per week (net of breaks). Please note, flexibility is required and the successful candidate may be required to work occasional late evenings and weekends. Time off in lieu will be provided for any work outside regular hours.

Any personal data that you provide when applying for this position shall be processed in accordance with our Privacy Notice.

How to apply:

To apply for this position, please provide the following documents (in PDF Format):

• A cover letter, which should be no more than two pages

• A CV, which should be no more than two pages

Panel:

Candidates should note that at the end of the candidate assessment process a panel of successful candidates may be formed based on order of merit, from which future positions may be filled.

Closing date for receipt of applications: 13 October 2025

Interviews will be scheduled in October 2025.

At the National Gallery of Ireland, we value equity, diversity and inclusion. We recognise the benefits it can bring to our staff and our visitors interactions. We celebrate difference and want our people to be representative of all communities. If you require reasonable accommodation for any part of the application process, please do not hesitate to let us know.

The National Gallery of Ireland is an equal opportunities employer