Engineering Office Manager, State Organisation
Location: Office based, Merlin Park, Galway
Salary: €50,000+ with annual increments thereafter
Working Hours: 35 hour working week, Monday - Friday
Duration: Ongoing contract, minimum 2 years with State Organisation
Role: Efficient day to day Technical administration support, Safety, Environmental and Personal Assistant to the Engineering /Construction/Estates Manager
Department Function: This department provides a range of professional, technical, project management, property, fire & safety and related services in respect of the procurement, development, operation and maintenance of the health service’s physical infrastructure including buildings, plant and equipment.
Principal Duties:
1. Collaborate with the Estates Manager on a daily basis to establish and/or revise the requirements of the day and future planning.
2. Maintain a high level of organisation and administrative excellence and efficiency.
3. Be responsible for day-to-day security of the work area, including fire and physical hazards.
4. Deal appropriately, professionally and effectively with all communications and queries, and visitors to the office.
5. Be focal point for contact and ensuring welcoming/supportive interface with stakeholders.
6. Highlight relevant matters, prioritise as appropriate to ensure timely follow through.
7. Maintain a working knowledge of new legislation as necessary.
8. Advance actions on correspondence received.
9. Acknowledge correspondence and in the case of absence/unavailability of the manager, follow through for action upon return.
10. Disseminate correspondence as appropriate to wider Estates Team and coordinate responses where required.
11. Prepare draft responses for review, modification and sign off and send accordingly.
12. Have an understanding of this correspondence to ensure you can update the manager as required.
13. Maintain robust system for responding to Parliamentary Questions (PQs) and representations (Reps) from Public Representatives.
14. Responsible for the monitoring and responding all PQs/Reps within timeframes.
15. Draft responses on behalf of the manager for approval.
16. Assist Estates Manager and wider Estates Team in managing regulatory and compliance obligations.
17. Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.
18. Provide full secretarial support to the EM and wider Estates Team as appropriate.
19. 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.
20. Manage correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.
21. Draft communications on behalf of the manager.
22. Progress incoming issues and concerns to the EM in a professional and confidential manner.
23. Deal with less complex matters directly ensuring urgent matters are brought to the attention of the EM.
24. Manage EM diary and organising meetings and appointments.
25. Ensure all EM post is processed within an agreed timeframe.
26. Coordinate internal diaries and meetings with other members of the Estates team and external stakeholders.
Health & Safety:
1. Develop a Site Specific Safety Statement (SSSS) for the department/service, as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.
2. Ensure that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.
3. Consult and communicate with staff and safety representatives on OSH matters.
4. Ensure a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.
5. Ensure that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with set procedures.
6. Seek advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.
7. Review the health and safety performance of site and staff through, respectively, local audit and performance achievement meetings for example.
What you need:
1. Similar Clerical Officer experience, ideally in statutory health agencies or similar.
2. Demonstrate knowledge/experience in supervising staff and knowledge of policies relevant to position.
3. Excellent computer skills particularly Microsoft Office, Outlook etc.
4. Third level qualification of at least level 6, Ireland (QQI).
5. Demonstrate the ability to work in line with relevant policies and procedures.
Competencies:
1. Planning and Managing Resources.
2. Commitment to a Quality Service.
3. Evaluating Information, Problem Solving & Decision Making.
4. Team working.
5. Communications & Interpersonal Skills.
Send your CV and a detailed summary of your relevant experience to: darina@techskills.ie
Closing date for applications: February 17th 2025
#J-18808-Ljbffr