Job Function:
Reporting to the OneLearning Service Delivery Supervisor, the Administrative Assistant will be responsible for the smooth running of training sessions via the LMS (Learning Management System) and other systems as required, e.g. IPA Moodle, Web-Ex, Teams, and/or manual systems. The post-holder is responsible for coordination of logistics and administration of online training sessions for Public and Civil Servants across the country.
Key Responsibilities:
Operations
1. Support the smooth running of large scale Instructor-led online training sessions for the Public Service.
2. Administration of training sessions including:
1. Scheduling courses on the OneLearning LMS and other platforms as required
2. Maintaining course scheduling data on spreadsheets/LMS
3. Provision of course session logistics to key stakeholders within Service Level Agreements/ GDPR requirements (attendance sheet, billing details, cancellations etc.)
4. Updating learner attendance records
5. Generation and administration of key training reports
3. Act as a point of escalation within the team for queries regarding technical support to tutors and students during delivery of online course sessions.
4. Coordinate and provide helpdesk support to learners.
5. Foster a positive work environment by role modelling / leading by example, seeking out better ways of operating and promoting the IPA/OneLearning mission, vision and values through all interactions with stakeholders.
6. Communicate effectively at all levels both verbally and through written communication that will drive participation and engagement.
Systems
1. Contribute to development of processes to support service delivery both online and face-to-face. Identify opportunities for system or process continuous improvements and take action to implement these.
2. Ensure integrity of databases and spreadsheets, and that all information is managed accurately, efficiently and in line with data processing requirements.
3. Run and analyse reports, using these to identify issues and opportunities for improvement, making recommendations for process improvements to senior colleagues.
Projects and events
1. Support the team’s compliance with statutory and quality assurance compliance.
2. Support quality assurance activities and maintain comprehensive statistics (quality measures, recommendations/complaints).
3. Undertake projects at the direction of the OneLearning management team, taking the lead on the project plan and keeping staff, students, clients updated as appropriate.
General
1. Contribute to effective communication and co-ordination across the unit.
2. Any other duties that arise from time to time as directed by the supervisor, manager or nominee.
3. Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time.
About the ideal candidate
Qualifications
Leaving Certificate or equivalent qualification (essential)
Knowledge
1. An understanding of the role and objectives of the Institute.
2. Proficiency in Microsoft Office (essential).
Experience
1. Minimum two years’ experience in an administrative role with responsibility for a variety of processes and procedures (essential).
2. Minimum two years operations experience in a high volume, fast paced, dynamic environment where attention to detail and organisational skills are essential (essential).
3. Experience in training other staff on processes and procedures.
4. Proven track record of providing excellent customer service with exceptional written and verbal communication skills.
5. Demonstrated ability to provide professional and proactive stakeholder engagement and management.
6. Experience with Learning Management Systems, CRM’s HR Management Systems or other similar systems.
7. A track record in continuous learning and development.
Skills
1. Strong analytical and problem solving skills.
2. Demonstrated ability to learn new technologies.
3. Excellent standard of written English suited to writing emails and content for website or programme description documents.
How to Apply:
Please complete the eligibility form (application form) and upload it along with your CV via the IPA application portal at.
CV’s unaccompanied by the eligibility form will not be considered. Closing date for applications is Monday, 17th February 2025 at 1pm (Irish time).
Any queries should be directed to.
#J-18808-Ljbffr