Job location: Dublin hybrid working (2 days office, 3 days remote)

Pay Band: 2 (€27,295 - €32,111)

Contract: Permanent

Job Purpose:    

The Department Administrator will provide accurate and timely administrative support to the Corporate Services and Finance management teams and will ensure that administrative tasks concerning the two directorates are managed appropriately. This is a busy, varied role with responsibilities for general administration, travel, some PA support and being a contact point for other Concern departments.

Key Responsibilities:

PA Support

• Provide direct administrative support to the COO – this includes diary management, arranging meetings and assistance with specific project work.
• Screening telephone calls and handling queries.

Systems Support

Supporting the administration of the Concern Contracts 365 system and the Desk Booking system by providing:

1. System Support;
2. System Admin;
3. Assistance with development support;
4. Assistance with training support

Board Sub-committee and Internal Audit Support

• Taking the meeting minutes and providing administration support to the Finance Committee. This support includes collating and sending out papers, setting up meetings etc.
• Providing administration support to the Audit and Risk Committee. This support includes collating and sending out papers, setting up meetings etc.
• Managing the travel and visa arrangements for overseas internal audits and investigations.
• Administration and maintenance of the audit issue tracking and reporting systems.

Departmental Admin support

• Providing administrative support to the management team of the finance and corporate services directorates – this includes meeting management, room bookings, preparation of meeting minutes, compilation and editing of reports, processing invoices, credit cards and expense claims.
• Supporting with the management of training calendar for the two departments and providing technical support as needed during these training sessions.
• Supporting with pension administration as needed and assisting with the administration of pension trustee meetings where required.
• Ensuring that departmental office supplies are purchased and stocked in accordance with organisational purchasing guidelines and thresholds.
• Managing the archiving of records for the two departments.
• Arranging and managing staff travel, visas and accommodation.
• Updating and maintaining the departments intranet sites.
• Supporting the induction process for new staff.
• Support directorate projects and other project or tasks as may be assigned from time to time.
• Cover Reception at lunch-hour every2/ 3 weeks approximately

Skills and Experience Required:

Essential:

• 3rd level Degree
• Minimum two years administrative experience in a busy environment
• Strong communication and writing skills
• Excellent organisational and interpersonal skills
• Ability to work in a busy environment and multi task
• Excellent work processing skills and a high-level of competence in Microsoft Office applications
• Knowledge of setting up office systems and procedures
• Experience using teleconferencing technology
• Good experience of compiling reports
• High level of attention to accuracy and detail
• Ability to work on own initiative
• Highly motivated with the ability to work under pressure and to tight deadlines.
• Good team player

To apply:  CVs should be submitted through our website at https://jobs.concern.net by closing date.