Principal Duties and Responsibilities Collaborate with the manager on a daily basis to establish and/ or revise the requirements of the day and future planning.
Maintain a high level of organisation and administrative excellence and efficiency.
Be responsible for day-to-day security of the work area, including fire and physical hazards.
Deal appropriately, professionally and effectively with all communications and queries, and visitors to the Estates office.
Acting as a focal point for contact and ensuring welcoming / supportive interface with stakeholders Highlighting relevant matters as appropriate to ensure timely follow through Maintain a working knowledge of new legislation as necessary Responsibility for ensuring all actions are followed up post meetings Compile daily folder for attention, information and actions by the manager Manage equipment, stationary and stock for the manager.
Advance actions on correspondence received:
Acknowledging correspondence and in the case of absence/ unavailability of the manager, follow through for action upon return.
Disseminating correspondence as appropriate to wider Team and co-ordinate responses where required Prepare draft responses for review, modification and sign off and send accordingly.
Have an understanding of this correspondence to ensure you can update the manager as required.
Maintain robust system for responding to PQs and representations (Reps) from Public Representatives, DOH etc.
Responsible for the monitoring and responding all PQs/Reps within timeframes.
Draft responses on behalf of the manager for approval.
Assist the manager and wider team in managing regulatory and compliance obligations.
Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.
Provide full secretarial support to the manager and wider team as appropriate.
Including:
Point of contact for manager Organise all meetings, prioritising, and reprioritising diary/ schedule of meetings according to requests, book and set up of meetings, booking and setting up of virtual meetings, meeting rooms, catering arrangements and meet and greet external attendees.
Manage the managers correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.
Point of contact for the managers office and screening of telephone calls, correspondence and visitors as required.
Draft communications on behalf of the manager Progressing incoming issues and concerns to the manager in a professional and confidential manner.
Dealing with less complex matters directly ensuring urgent matters are brought to the attention of the manager Manage all diary and organising meetings and appointments.
Ensuring all the managers post is processed within an agreed timeframe.
Coordinate internal diaries and meetings with other members of the team and external stakeholders.
Professional Qualifications, Experience, etc (a)
Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a Clerical Officer in a government body.
AND (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1 .
Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction AND (iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
Candidates must achieve a pass in Ordinary or Higher level papers.
A pass in a foundation level paper is not acceptable.
Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.
The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
YOU MUST HAVE A RELEVANT WORK PERMIT TO WORK IN IRELAND TO APPLY FOR THIS ROLE YOU MUST HAVE FLUENT ENGLISH THIS IS AN OFFICE BASED ROLE Skills: Diary Management Office Administrator Health & Safety Computer Skills Communication (Verbal And Written)
Benefits:
Paid Holidays