Job Details
Role Requirements:
* First Contact Coordination and Programme Administration Support:
Coordinate the team to take calls for non-programmatic calls. Triage these calls to the relevant PDU or advise the caller of the correct phone pathway. Oversee the PAU process for external organisations and follow up on any relevant documents, liaising with Business Systems Management and Development where necessary on technical elements. Collate data and statistics and report as required. Input into BRS and FRS programme requirements to align with internal systems, managing administrative checks, contracts, and reporting needs.
* Carrying out UAT for administrative processes of application, appraisal, appeals, and contract processes:
Coordinate administrative processes for applications, appraisals, appeals, contracts, and change requests.
* Ownership of supporting administration of relevant internal committees (GAAC):
Coordinating contract closure tasks, documentation, follow-ups, and final deactivation in collaboration with finance.
* Supporting Development Coordinators in ensuring consistent processes for dealing with contract-related changes:
Maintain the integrity of information in the administration system and ensure it is accurate and correct.
Assess, develop, and implement administrative areas to ensure best practice while also seeking to streamline processes. Ensure proper and consistent procedures are followed for all contract processes. Put in place monitoring systems to ensure relevant management information is being provided on all aspects of administration.
* People Management:
Manage assigned staff, ensuring they are equipped with a clear understanding of requirements and expectations; are developed, supported, performance managed, and valued as Pobal employees and representatives of Pobal.
Lead with an agile mindset, focused on problem-solving through creative solutions, and thrive in a fast-paced, high-growth environment. Ensure good individual and team management structures are in place to support performance/staff management and development (1-2-1's, PEP's, Talentevo, Pobaltime, Blended Working Policy, Flexi time, and all other relevant HR policies).
Ensure all staff adhere to all standards and procedures. Delegate work and ensure effective relationships in a team-working context. Work in collaboration with unit manager to ensure the correct team resources are in the right place, at the right time.
* Stakeholder Management:
Assist in overseeing relationships and communications with external stakeholders, including funding departments and key organisations, to ensure smooth and effective programme management and delivery, where applicable to this Unit and role.
BUILD AND MAINTAIN EFFECTIVE INTERNAL RELATIONSHIPS ACROSS POBAL DIRECTORATES, PARTICULARLY WITHIN THE SI&E OPERATIONS TEAM AND SHARED SERVICES THAT SUPPORT OPERATIONS AND PROGRAMME DELIVERY.
* Governance:
Work with the unit manager to ensure the escalation process is in place and proactively managed to ensure service excellence. Working with other directorates to standardise administrative processes for applications, appraisals, appeals, contracts, and change requests.
BUILD CAPA (LEAN PROCESS) INTO ADMINISTRATIVE AND CONTRACTING FUNCTIONS AND TASKS. Supporting unit manager and PDUs in the development of the administration aspects of the Risk Register.