About Trinity: Trinity is Irelands leading university and is ranked 87th in the world (QS World University Rankings 2025). Founded in 1592, the University is steeped in history with a reputation for excellence in education, research, and innovation, which has been inspiring generations of thinkers for over 400 years. Post Summary: To provide essential administrative support to the Trinity Translational Medicine Institute (TTMI) and its Director by managing daily operations, assisting with financial processes, overseeing data management systems, and handling administrative workflows. This role ensures the smooth and efficient functioning of TTMI activities, supporting academic and research staff across the institute. Context: The Admin Officer will be based in the in the Trinity Centre at St. Jamess Hospital. The role is integral to TTMIs operational efficiency, with responsibilities spanning finances, personnel directories, health and safety records, and GDPR compliance. The Admin Officer will liaise with staff, researchers, and external stakeholders to maintain effective workflows. Reporting to the TTMI Director, the role will involve working independently on defined tasks while contributing to broader team objectives. Main Responsibilities 1. Financial Administration Provide timely support for finance-related queries, including the receipting of items, verification of purchase orders, and liaising with suppliers or internal finance teams to ensure swift issue resolution. Manage essential TTMI account operations, including preparing and processing purchase orders/invoices, tracking expenditure, and reconciling financial records in alignment with university financial policies and procedures. Assist in budget tracking and provide administrative support for financial reporting to ensure the accuracy and transparency of TTMIs financial activities. 2. Email and Calendar Management Screen and manage high volumes of email traffic, prioritising requests based on established agreements and responding to routine queries on behalf of TTMI leadership where appropriate. Proactively manage calendars, schedule meetings, and coordinate appointments for the TTMI Director and leadership. Ensure all meeting materials, logistics, and follow-up actions are effectively handled to support the institutes operational efficiency. Anticipate scheduling conflicts and proactively suggest solutions to optimise workflows and time management for the team. 3. TTMI Personnel Directory Management Lead the oversight, population, and regular maintenance of the TTMI Personnel Directorya centralised database of all affiliated personnelto ensure up-to-date records reflecting onboarding, offboarding, role changes, and personnel tracking. Monitor and manage space utilisation by tracing office and laboratory space usage, ensuring alignment with institutional policies and TTMIs evolving needs. 4. GDPR and Data Protection Support Act as a key administrative resource in addressing GDPR-related queries and supporting TTMI members with Data Protection Impact Assessments (DPIAs). Facilitate and track progress on grant contract negotiations, ensuring necessary documentation is prepared, reviewed, and escalated as required to maintain compliance with university and regulatory standards. Support the dissemination of GDPR best practices among TTMI staff, assisting in the implementation of policies to safeguard data security and privacy. 5. Health and Safety Support Manage TTMIs health and safety records, ensuring all documentation is meticulously updated, securely stored, and readily accessible for audits and compliance checks. Assist in coordinating health and safety activities, such as routine inspections, safety training and compliance reporting. Support the implementation of health and safety protocols across TTMI, liaising with relevant stakeholders to ensure a safe working environment for all staff, students, and visitors. 6. General Administrative Duties Provide comprehensive administrative support to TTMI operations, including meticulous record-keeping, document preparation, and data entry, ensuring accuracy and adherence to university standards. Prepare and generate reports, spreadsheets, and presentations to support decision-making and institute activities. Play a central role in the planning and coordination of internal and external events, meetings, and workshops. Ensure seamless organisation of logistics, including booking venues, preparing agendas, coordinating materials, and tracking attendance. Maintain filing systems, both physical and electronic, to ensure efficient retrieval of information and proper documentation management. 7. Communication and Stakeholder Support Assist with drafting, editing, and circulating internal communications, announcements, and newsletters to keep TTMI personnel informed of key updates, policies, and events. Support the coordination of communications between TTMI leadership, researchers, and external partners to ensure consistent and professional correspondence. Maintain website, Facebook pages and Twitter accounts, ensuring that the Institute has a strong online presence. 8. Other Duties Serve as a professional and approachable first point of contact for TTMI, addressing routine queries and providing clear information to internal and external stakeholders while escalating complex matters appropriately. Provide backup support to colleagues during absences, ensuring continuity of service and operational efficiency. Contribute to ad-hoc projects and initiatives as directed by the TTMI Director, demonstrating flexibility and a proactive approach to evolving priorities within the institute. Post status: 3 year Fixed-Term Contract Hours of Post:35 hours per week Salary: This appointment will be made on the Administrative 3 Salary Scale €46,410 - €58,086 per annum) at a point in line with current Government pay policy. How to apply: In order to assist the selection process, applicants should submit a Curriculum Vitae and a Cover Letter (1x A4 page) that specifically address the following points in their application. Applicants should clearly address their experience and how they obtained their knowledge in their application. Illustrate, through past example, their ability to work on their own initiative and resolve problems. Applicants who do not address the application requirements above in their cover letter will not be considered at the short list stage. Applications must be submitted by the closing date specified through eRecruitment. Any Applications which are still in progress at the closing time on the specified closing date will be cancelled automatically by the system. Please see the Job Description below for this position. Application queriesabout this post, please email the Recruitment Partner at E: and include the Competition ID number in the subject heading. At Trinity, we are committed to equality, diversity, and inclusion. Trinity welcomes applications from all individuals, including those applicants with disabilities, those who may have had non-traditional career paths, those who have taken time out for reasons including family or caring responsibilities. We also welcome international applicants including those whom have been displaced due to war. Trinity College Dublin is Irelands premier University. We are an EU Sustainable Gender Equality Champion and we hold an Athena Swan Silver award, recognising our ongoing work to advance gender equality both within Trinity and in the Higher Education sector. Trinity is committed to supporting work-life balance and to creating a family-friendly working environment.