Administrative Assistant

Background

The Health Research Board (HRB) is a statutory agency under the aegis of the Department of Health. As the lead agency in Ireland responsible for supporting and funding health research, generating health information and promoting the use of evidence in policy and practice, we are motivated and inspired by our vision – for better health through excellent research, data and evidence. The HRB’s mission is to support research that improves people’s health, promotes evidence-informed care and creates solutions to societal challenges.

An overview of the HRB’s objectives and activities may be found in The HRB Strategy 2021-2025, Health research – making an impact, (HRB Strategy 2021-2025). The NHIS Unit in the HRB manages four national health information systems in the areas of drugs and alcohol, disability and mental health on behalf of various Government Departments. These systems 1) produce data and information to assist Government Departments with policy and planning 2) enable the HSE to report on its service planning processes and 3) generate research that is relevant to both policy and practice. Teams of researchers and analysts work to generate reports from the data collected.

Key responsibilities of the post of Administrative Assistant (NHIS)

The HRB is now seeking to recruit a full time, permanent Administrative Assistant to work with the four different NHIS teams within the Unit and to provide support with the work of the information systems we manage. The Administrative Assistant role is multifunctional and varied, with teamwork, organisational skills and customer service crucial. The requirement will be to work flexibly between the different teams, prioritising work as required.

Duties will include (but are not limited to):Provide general administrative support to the staff in the NHIS unit

• Organisation and booking of unit and directorate meetings; taking minutes at meetings
• Sending out correspondence (letters or emails) on behalf of the Unit team members as directed
• Answering, directing and making phone calls professionally
• Co-ordinating purchasing, including creation of purchase orders
• Maintaining and updating administrative processes
• Assisting with event management including internal meetings, conferences, seminars and presentations
• Other tasks as required as directed by the manager

Assisting NHIS teams with the work of the databases

• Managing email accounts for NHIS teams
• Assisting the teams with maintaining the database of services on LINK
• Assisting the teams with organising training for LINK database users (virtual and in person)
• Maintaining training spreadsheets, emailing participants, following up with participants, preparing the LINK training database accounts, as required
• Assisting the teams with LINK data management, as required
• Assisting the teams with preparing and uploading NHIS data to internal and external portals
• Other tasks associated with the LINK database as required
• Assisting with the dissemination of annual publications as required

Maintain the NHIS webpage

• Maintaining the NHIS webpage, adding new content, refreshing data tables, maintaining notice boards, etc
• Working with the HRB Webmaster to ensure that it is up-to-date and fit for purpose

Essential knowledge and experience

This role profile reflects the grade/responsibilities appropriate to Administrative Assistant (Grade 3) in the HRB and maps approximately to a Civil Service role at Clerical Officer level.

The Administrative Assistant will interact with HRB staff and HRB stakeholders and should therefore have an interest in research and health environments.

Formal requirements include:

• An NFQ Level 4 Qualification (Leaving Cert) or higher
• A minimum of three years’ relevant experience
• A high degree of computer literacy, including knowledge and experience of using Microsoft Word, Excel, Access and Outlook and experience of databases
• Experience of managing and prioritising a diverse workload
• Strong written and oral communication skills

Desirable requirements include:

• Knowledge of website content management and/or other online information management systems is an advantage
• An NFQ Level 5 Qualification in Business Administration or its equivalent is desirable

Competencies

Competencies incorporated into this role profile reflect the competency framework issued in conjunction with the Civil Service Competency Framework which has been adopted by the HRB. The complete list of core competencies for this post is in Appendix A.

Reporting relationship

The Administrative Assistant will report to the Head of Unit in the NHIS or designate as appropriate.

Salary scale:

Salary Range for Administrative Assistant (Grade III Clerical Officer) € 31,618 to €48,927

Note: this post is a permanent, full-time position

Appointment will be made in accordance with the Department of Health guidelines. New entrants to the public service will be appointed at the first point of the scale.

Appendix A: Core competencies – Administrative Assistant (NHIS)

Teamwork

• Is flexible and willing to adapt, positively contributing to the implementation of change
• Shows respect for colleagues and co-workers
• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate
• Offers own ideas and perspectives
• Understands own role in the team, making every effort to play their part

Information management and processing

• Approaches and delivers all work in a thorough and organised manner
• Follows procedures and protocols, understanding their value and the rationale behind them
• Keeps high quality records that are easy for others to understand
• Draws appropriate conclusions from information
• Suggests new ways of doing things better and more efficiently
• Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc

Delivery of results

• Takes responsibility for work and sees it through to the appropriate next level
• Completes work in a timely manner
• Adapts quickly to new ways of doing things
• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes
• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions
• Identifies and appreciates the urgency and importance of different tasks
• Demonstrates initiative and flexibility in ensuring work is delivered
• Is self-reliant and uses judgment on when to ask manager or colleagues for guidance

Customer service & communication skills

• Actively listens to others and tries to understand their perspectives/ requirements/ needs
• Understands the steps or processes that customers must go through and can clearly explain these
• Is respectful, courteous and professional, remaining composed, even in challenging circumstances
• Can be firm when necessary and communicate with confidence and authority
• Communicates clearly and fluently when speaking and in writing

Drive and commitment to Public Service Values

• Consistently strives to perform at a high level and deliver a quality service
• Is personally honest and trustworthy and can be relied upon
• Is thorough and conscientious, even if work is routine
• Is enthusiastic and resilient, persevering in the face of challenges and setbacks
• At all times, acts with integrity

Specialist knowledge, expertise and self-development

• Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, databases, spreadsheets, Microsoft Office, relevant policies etc.
• Clearly understands the role, objectives, and targets and how they fit into the work of the HRB
• Is committed to self-development and continuously seeks to improve personal performance