Administrative Assistant

About the role Job Function: Responsible for the development and provision of administrative and support services to the relevant division.

Sample Duties and Responsibilities • To provide administrative assistance and support to the functional areas within the Institute such as Professional Development, Whitaker School of Education, or other departments. • To develop, maintain and update the Unit’s administrative systems and procedures (including the CRM) so that they contribute to the delivery of a timely and high quality service to division staff and clients. • To provide or ensure the provision of all administrative services for education, training or consultancy services (e.g. promotional material, programmes, lists of participants, course handouts, presentation materials on slides, etc), so that they present a high quality image. • To make arrangements for the provision of course facilities for courses/events being run both within the Institute and outside it, including the continued development of the online learning platforms. • To provide support in the preparation of tender proposals and consultancy reports, in a format that reflects the quality of the services. • To ensure that all course information is entered on the relevant Institute system accurately and that invoicing is completed promptly. • To contribute to effective marketing of the Institute’s services, by e.g. arranging printing of brochures and mailshots, checking circulation lists, conducting telephone follow-up as required to potential participants/clients. • To undertake any other duties that may arise relating to the design and delivery of education, training, development and consultancy services and to provide such other administrative support as may be required by the Professional Development Director. • Carry out other duties as appropriate across the IPA.

Person Requirements Person Specification • Proven ability to complete tasks, use initiative as events require, and work in a dynamic, flexible team environment. • Be flexible to adapt to changing requirements. • Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time • Excellent written and verbal communication skills. • High standard of accuracy in both written and numerical work. • Strong interpersonal skills and commitment to quality, delivering excellent customer services

Education and Experience • Leaving Certificate or equivalent - essential • Diploma or professional qualification - desirable • Two years of service of relevant experience in an administrative role in a comparable environment. - essential • Experience in dealing with customer queries in person, by phone and by email. • Experience in data-entry, running reports, managing electronic files and systems.

Knowledge: • Working knowledge of Microsoft Office, e-mail and the web – essential • An understanding of the work of the IPA and the requirements for delivery of traditional, online and hybrid service models. • A good degree of proficiency in IT skills, virtual/online delivery platforms and experience of using software packages.

Skills • Proven ability to complete tasks, use initiative as events require, and work in a dynamic, flexible team environment. • Be flexible to adapt to changing requirements. • Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time. • Excellent written and verbal communication skills. • High standard of accuracy in both written and numerical work. • Strong interpersonal skills and commitment to quality, delivering excellent customer services.

Character Each candidate must demonstrate commitment to the following values of the IPA: • Integrity; • Client-Centred and Responsive; • Openness and Accountability; • Trust and Respect; • Innovation and Learning; • Research-Led; • Practice-Led.

Health Each candidate shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Principal Conditions of Service Remuneration The salary scale for this position ranges from €36,714 to €49,389 (9 point scale including 2 long service increments) per annum pro rata. Entry will be at the minimum of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Different pay and conditions may apply if, immediately prior to appointment the appointee is already a serving Civil Servant or Public Servant. Subject to satisfactory performance, increments may be payable in line with current government policy.

Tenure Permanent basis, or on a contract or secondment basis with a view to permanency.

Location While the position is Dublin based, a considerable proportion of our work is delivered in client organisations throughout Ireland, and abroad on occasions. Members of the staff of the Institute may be required to attend meetings and other functions on occasions outside normal working hours. At present, the institute is operating a hybrid working model with at least 3 days per week based on campus. This is subject to review in line with operational needs.

Hours of Attendance Hours of attendance will be as fixed from time to time but will not amount to less than 35 hours per week. The successful candidate will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of their duties subject to the limits set down in the working time regulations. The Institute operates a formal Blended Working model based on service/business requirements. The Institute currently has a flexible working hour attendance scheme in operation.

Annual Leave The Annual Leave allowance for this position is 24 days. This allowance is subject to the usual conditions regarding the granting of annual leave in the Institute, is based on a five-day week and is exclusive of the usual public holidays.

Sick Leave The rate of pay during properly certified sick absence, provided there is no evidence of permanent disability for service, will apply on a pro-rata basis, in accordance with the provisions of the Civil & Public Service sick leave circulars. Confidentiality All enquiries, applications and all aspects of the proceedings relating to recruitment and selection are treated as strictly confidential and are not disclosed to anyone outside those directly involved in the recruitment process.

Freedom of Information Candidates can expect that all enquiries, applications and all aspects of the proceedings are treated as strictly confidential subject to the provisions of the Freedom of Information Act, 2014.

Safety & Welfare The holder of the post shall co-operate with the terms of the Institute’s Safety Statement. They shall familiarise themselves with the safety rules and procedures and adhere to same.

Training It is a condition of employment that successful candidates will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post.

Eligibility to Compete Candidates must, by the date of any job offer, be: • A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or • A citizen of the United Kingdom (UK); or • A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or • A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or • A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa; or • A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or Switzerland and has a stamp 4 visa.

Superannuation Contribution Membership of the Single Public Service Pension Scheme is compulsory for all employees except where there is membership of pre-existing public service superannuation scheme. Details will be provided to the appointee prior to appointment. For new entrants under the Single Public Service Pension Scheme, effective from 1st January 2013, superannuation contributions are as follows: 3.5% of net pensionable remuneration and 3% of pensionable remuneration. Pension and retirement lump sum will be based on career-average pensionable remuneration; pensions will be co-ordinated with the State Pension Contributory. Additional Superannuation Contribution This appointment is subject to the Additional Superannuation Contribution (ASC) in accordance with the Public Service Pay and Pensions Act 2017. Note; ASC deductions are in addition to any pension contributions (main scheme and spouses’ and children’s contributions) required under the rules of your pension scheme.

Communications The Institute will contact you when necessary at each stage of the competition by email. You should only submit one email address for all correspondence in relation to this competition. It is important to note that the email address you provide when applying must be one that you can access at all times. The onus is on the applicant to inform Conscia of any change in email address throughout the recruitment and selection campaign. This can be done by emailing ipa@consciatalent.com. The onus is also on each applicant to ensure that they are in receipt of all communication from Conscia. Conscia does not accept responsibility for communications not accessed or received by an applicant.

Employee Benefits Examples of some of the current employee benefits include: • Generous annual leave entitlement • Blended Working Policy • Family Friendly Policies • Availability of an Optical Benefit Scheme • Availability of a Cycle to Work Scheme • Staff Wellbeing Programme • A range of Learning and Developmental Opportunities • Sick Leave Scheme • Paid Maternity and Paternity Leave • Option to become a member of the Institute’s Social Club • Automatically entered into a pension scheme • Employee Assistance Programme

Important Notice The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the employment contract to be agreed with the successful candidate.

Application & Selection Before you proceed Before proceeding with this phase of the selection process you should satisfy yourself that you meet the education & experience criteria for the post as set out in Page 4 of this booklet. How to apply Please provide a tailored CV (max 3 pages) and Cover Letter (max 2 pages) providing specific examples of how you meet the Essential Criteria for this role as listed in the Candidate Booklet. they should be emailed directly to ipa@consciatalent.com no later than 08 th April 2024 at 1pm

When outlining your application, accuracy is essential. The information you supply in your application will play a central part of the selection process. If you do not receive an acknowledgement of receipt of your application please check your junk/spam folders as email notifications may be filtered here.

Selection Process The Selection Process may include the following: • Short-listing of candidates on the basis of the information contained in their application; • Competitive interview; • Work sample/role play/media exercise, and any other tests or exercises that may be deemed appropriate.

Please note that the Institute reserves the right to hold any part of the selection process by way of remote/video-call platform or other appropriate methodology.

Shortlisting The Institute reserves the right to shortlist applications. The shortlisting process may take the form of either a desktop shortlisting process based on the information contained in the applications submitted or a shortlisting interview. Where, by reason of the number of persons seeking admission to the competition and the standard of knowledge, training or experience in general of such persons, the Institute considers that it would be reasonable not to admit all the persons to the competition, the Institute may admit to the competition only persons who appear likely to it to attain in the competition a standard sufficient for selection and recommendation for appointment. The information you supply in your application will play a central part in the shortlisting process. The Institute’s decision to include you on the shortlist of candidates going forward to the next stage of the process may be determined based on this information.

Interview You will be contacted in relation to any interview dates and times. You may also be contacted in relation to the requirement to complete an on-line questionnaire should this be included in the selection process. The onus is on you to attend for interview on the dates and times allocated. Alternative dates and times cannot be facilitated. When attending for interview you are requested to bring photographic identification. The interview is your opportunity to give evidence of your knowledge, skills and experience and the Institute’s opportunity to assess your suitability for the role as advertised. The admission of a person to a competition, or invitation to attend an interview, is not to be taken as implying that the Institute is satisfied that such person fulfils the requirements of the role or is not disqualified by law from holding the position and does not carry a guarantee that your application will receive further consideration. It is important therefore for you to note, the onus is on you to ensure that you meet the eligibility requirements for the competition before attending for interview. The Institute may at its discretion require candidates to attend a preliminary interview in which case admission to the competitive interview would be conditional on candidates reaching such a standard as the Institute considers appropriate in the preliminary interview. Interviews shall be conducted by Board(s) set up by the Institute. The Board(s) will assess the merits of candidates (except insofar as they are assessed otherwise) in respect of matters referred to in the prescribed qualifications and any other relevant matters. Only candidates who reach such a standard as the Institute considers satisfactory in the competitive interview shall be considered for selection and placed on a panel. The onus is on all applicants to make themselves available for interview. The Institute reserves the right to vary the number and sequence of each stage of the selection process as the competition progresses

Panels A panel may be formed on the basis of the outcomes of the selection process. Placement on any panel from this competition is no guarantee that a position will be offered. The selection process will not be concluded until such time as references have been sought and clearance checks, i.e., occupational health, and verification of education qualifications, have been carried out.

Offer of Appointment The Institute shall require persons to whom an appointment is offered to take up such appointment within a period of not more than one month. If they fail to take up the appointment within such period, or such longer period as the Institute in its absolute discretion may determine, the Institute may not appoint them.

Probationary Period All new employees are required to satisfactorily complete a probationary period, in accordance with the 'Terms and Conditions of Employment' in their employment contract. Employees will be required to serve an initial probationary period. During this period, the employee's performance on the job and potential abilities are evaluated to determine suitability for the position. At the end of this probationary period, a formal assessment will be carried out by the employee's line manager, resulting in a decision on whether the employee has completed their probation satisfactorily.

Deeming of candidature to be withdrawn Candidates who do not complete and submit any assessments before the specified date or do not attend/undertake any stage of the selection process as requested or do not furnish such evidence as requested in regard to any matter relevant to their candidature, will have no further claim to consideration.

Data Protection The General Data Protection Regulation (GDPR) came into force on the 25th May 2018, replacing the existing data protection framework under the EU Data Protection Directive. The personal information (data) collected on the application form, including any attachments, (which may include the collection of sensitive personal data) is collected for the purpose of processing this application and any data collected is subject to the regulations. Candidates should note that canvassing will disqualify. The Institute will not be responsible for refunding any expenses incurred by candidates. The Institute is committed to a policy of equal opportunity. CLICK THE APPLY BUTTON TO GO TO THEIR CAREERS PAGE WHERE YOU CAN CHECK THIS JOB AND ALL OTHER OPPORTUNITIES AVAILABLE.