Administrative Assistant

Salary Scale

€51211p.a. - €57503p.a.

Long service Increment 1, €59372 after three years satisfactory service at the maximum.

Long Service Increment 2, €61252 after three years satisfactory service at LSI 1

New appointees to any grade start at the minimum point of the scale. Incremental credit is normally granted on appointment, in respect of current experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Annual Leave

25 working days per annum (pro-rata).

Working Week

35 hours per week (exclusive of one hour lunch)

Probation

In accordance with S.I. No. 686/2022 - European Union (Transparent and Predictable Working Conditions) Regulations 2022, the period of probation shall not exceed 12 months.

Superannuation

Membership of the ETB Superannuation Scheme and of the ETB’s Spouses and Children’s Scheme is automatic and compulsory.

Equality, Diversity & Inclusion

In accordance with ETB’s commitment to equality of opportunity for all job applicants, you are asked to request any reasonable accommodation in sufficient time to ensure you can participate fully in the recruitment process.

Please contact recruitment@ddletb.ie should you require any assistance.

Citizenship Requirements

Candidates should note that eligibility to compete for posts is open to citizens of the European Economic Area (EEA) or to non-EEA nationals with a valid work permit. The EEA consists of the Member States of the European Union along with Iceland, Liechtenstein and Norway. Swiss citizens under EU agreement may also apply.

Please note you must advise if a work permit is required by you before commencing employment with Dublin & Dun Laoghaire ETB. This requirement should be notified as soon as possible.

A panel may be formed from which future similar vacancies may be filled; such panel will remain active for a maximum period of 6 months.

You may need to attend the training centre to undertake a test as part of the screening process

Dublin and Dun Laoghaire Education and Training Board is an equal opportunity employer. Recruitment to posts within the ETB is on the basis of qualifications and the ability to carry out the responsibilities of the grade or post.

Job Objectives

Duties and Responsibilities

• Implement, monitor, audit and review DDLETB’s Quality Assurance processes and procedures, ensuring that standards are observed to facilitate compliance.
• Identify and implement opportunities for continuous improvement required in line with QA systems.
• Liaise with internal and external stakeholders required to ensure efficient administration operations.
• Monitor and prepare data, financial, progress reports from Management Information Systems and provide statistical information required by the Management Team to ensure effective and efficient administrative operations.
• Coordinate, manage and distribute administrative tasks, activities and information to administrative staff.
• Devise, implement, and review record management systems to ensure that data is accurately retained, accessible, securely stored and disposed of in line with legal, regulatory and organisational requirements.
• Provide the Management Team with the provision of relevant and timely advice, information and support on administrative matters.
• Monitor expenditure, process payment requests; prepare purchase orders, purchase requisitions and ensure proper procedures for paying service providers and contractors.
• Assist the Management Team with the coordination of staff inductions and training.
• Support and manage event planning.
• Manage and administer a variety of online platforms utilised as part of daily operations.
• Undertake any other duties/projects as requested by the Training Centre Management Team.

Skills Requirement

Essential Qualifications and Skills

• Have good knowledge and understanding of ETB/Public Sector policies and procedures.
• Possess excellent administrative, organisational and project management skills.
• Demonstrate excellent team player and leadership skills.
• High level communication and interpersonal skills.
• Demonstrate accuracy, attention to detail and ability to work to deadlines.
• Competent at report writing and record keeping management.
• Possess strong analytical and problem solving skills.
• Have excellent ICT skills and a proven ability to quickly learn new information, processes and procedures.