Dk3 - Centre Administrator - Temporary Maternity Leave Cover

Contract Duration: Temporary Maternity Backfill Contract

Tyndall National Institute at University College, Cork wishes to appoint an experienced Centre Administrator.

Reporting to the Facilities Manager, the Centre Administrator will be responsible for the administration and support of a range of activities in support of the day to day activities of the Operations Centre.  This will involve working closely with the Chief Operations Officer, Group Heads and other senior personnel to ensure that the Centre operates effectively and all relevant policies are adhered to.  It will also require supporting the implementation of financial, budgetary, general administrative structures and additional projects as required by Tyndall.

Key Responsibilitis

• Provide efficient management of all aspects of administration within the Operations Centre.
• Assist the Centre and its partners in all administrative functions and assist the COO and Group Heads with appropriate administrative structures and procedures.
• Organise the smooth operation of the Centre administration on a day-to-day basis and development of processes where required.
• Provide efficient administration support to the Facilities, Health & Safety and Legal functions including provision for ergonomic assessment and maintenance of safety databases.
• Deal  with  complex  and  non-routine  queries  from  staff  and  external  contacts.
• Organisation and timely coordination of required meetings, accurate minute taking and coordination of follow up actions.
• Administer and maintain the Centre websites and PR requirements, liaising with internal and external teams.
• Manage the administration of all mobile phones for all Centres.
• Manage access level modification requests for visitors and staff through the access control software.
• Manage the provision of new staff and students regarding preparation of the relevant documentation, advertising and correspondence relating to the appointments process.
• Manage and provide support for external commitments of the COO, including board meetings, conference organisation, external committees and liaison with external bodies.
• Administer relevant budgetary functions responsibilities including purchasing and cost controls for the Centre.
• Define and produce summarised concise financial updates and analysis to Head of Centre/PI’s and/or Finance manager.
• Ensure  accurate  consolidated  financial  and  technical  reports  are  submitted  to  grant funding agencies within defined deadlines, if required.
• Ensure adherence to all Tyndall/UCC procedures and policies as required.
• Provide support for incoming visitors and for related seminars/workshops, including any travel arrangements/accommodation and facilities.
• Manage all necessary procurement for the Centre including purchase order tracking and process related paperwork.
• Review and process expense claims for staff, students and visitors to the Operations Centre, as required and in accordance with policy.
• Liaise with finance and accounts offices on matters as required.
• Arrange periodic Centre meetings and other Centre related activities and provide required support and follow-up.
• Organise project activities including meetings, colloquia and training courses.
• Liaise with the appropriate offices concerning security, safety, maintenance and IT issues within the Centre.
• Provide back-fill support to the CEO PA and other Centre administrator positions from time to time as required.
• Support events organised by Tyndall centrally as required.
• Develop and manage an efficient tracking and filing system to allow for immediate access and retrieval of all documentation, while providing secure storage and filing of highly sensitive and confidential documentation.
• Ensure strict confidentiality and discretion on all recruitment/budgetary/financial and staffing matters.
• Ensure all activities are compliant with the Tyndall Quality Management system.
• Ensure all activities are compliant with the required Health & Safety standards.
• Carry out any additional duties as may reasonably be required within the general scope and level of the post.

Key Requirements - Essential

• 5 years’ experience in a similar role at a similar level.
• Third level qualification in a relevant area.
• Previous experience of supporting senior executives in a fast moving environment e.g. Diary management, Travel planning, Board meeting preparation and reporting.
• Previous experience of purchasing management systems, purchase order tracking and related documentation.
• Previous financial administration experience in a challenging role.
• Concise and effective written communication skills.
• Advanced knowledge of the Microsoft Office suite of products (i.e. Word, Excel, PowerPoint, Access, etc.).

Key Requirements - Desirable

• Professional, discreet and confidential in approach at all times with an accommodating and efficient manner.
• Excellent administration, organisational, communication and interpersonal skills with an eye for detail. Ability to multi-task and a flexibility and willingness to work additional hours when required.
• Ability to work on own initiative, both independently and as part of a team.
• Strong customer service orientation with the ability to work effectively to achieve tight deadlines.
• Experience in website administration and website maintenance.
• Experience in dealing with government agencies and departments.
• Experience in project management and knowledge of MS Project software or similar.
• Experience in Case Management software, Safety Management software and Access Control system software.

Informal enquiries can be made in confidence to Derry Kelleher,  email derry.kelleher@tyndall.ie

Appointment may be made on the Senior Executive Assistant (SEA) Scale (B) €30,836 - €44,057.  In all instances the successful appointment will be at the first point of the scale.

To apply, please click here to download and complete the application form and return, together with your cv and motivation letter to careers@tyndall.ie.

Please note that Garda vetting and/or an international police clearance check may form part of the selection process.

The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

Candidates should apply, in confidence, before 5pm on Friday, 20^th October 2017 by emailing a completed application form together with cv and motivation letter to careers@tyndall.ie.  Handwritten forms will not be accepted.  No late applications will be accepted.

For an information package including full details of the post, selection criteria and application process click here.

Please note that an appointment to posts advertised will be dependent on University approval, together with the terms of the employment control framework for the higher education sector.

At this time, Tyndall National Institute does not require the assistance of recruitment agencies.

Tyndall National Institute at University College, Cork is an Equal Opportunities Employer.

Contact name: Derry Kelleher, derry.kellehertyndall.ie,