Administrative Assistant

Role Description

The postholder will support the School in delivering a quality administrative and organisational service across its range of activities. Working under the direction of the School Manager, the appointee will be responsible and accountable for delivering the day-to-day activities to support the operations of the Business School and best practice service delivery, as a member of the professional services team.

The postholder will support the Dean of the School on a day-to-day basis, providing dedicated professional administrative support. The postholder will be required to have a courteous and professional manner with the capacity to deal appropriately with sensitive and confidential material.

The successful applicant will enjoy working as part of a team committed to delivering in a flexible and dynamic working environment. The Administrative Assistant will be proactive and take responsibility for management and delivery of a wide range of projects and administrative tasks within the School as determined by the Dean/School Manager.

The role requires flexibility regarding the allocation of specific duties and may be further defined and developed in line with strategic developments within the School.

Key Responsibilities of the PostAdministrative Support

• At all times work efficiently using own initiative, taking responsibility without direction and using discretion when dealing with matters relevant to the Dean and/or School.

• Assist the School Manager in coordinating administrative functions to ensure the smooth running of daily operations.

• Undertake internet and desk-based research on behalf of the Dean/School Manager.

• Manage the Dean’s diary effectively, coordinating the demands of a broad portfolio, balancing competing priorities and demands in arranging meetings, scheduling appointments and complying with deadlines.

• Ensure that the Dean’s correspondence and requests for information/assistance are processed in an appropriate and timely manner, identifying priorities, cascading information, and referring matters as appropriate.

• Handle inquiries from staff, students, and external parties with professionalism and courtesy, ensuring timely and effective communication.

• Identify opportunities for continuous improvement and best practice in administrative systems.

Committee and Event Management

• Provide administrative support for School meetings and committees as required, including confidential minute-taking, preparation of briefings, and ensuring timely circulation of documentation and follow-up.

Project Management

• Lead and support a range of projects/events within the School, ensuring they are delivered on time and within scope.

• Collaborate with team members and stakeholders to track progress and overcome challenges during project delivery.

• Support the governance requirements of the School and support the School in meeting accreditation requirements.

Team Collaboration and Flexibility

• Liaise in a professional manner with staff within the School, throughout the University and externally.

• Ensure all activity aligns with the objectives of UCC’s strategy and key strategic initiatives and policies and with the School’s strategic plan.

Confidentiality and Professionalism

• Handle sensitive and confidential information with discretion and maintain a high standard of professional conduct.

• Act as a trusted point of contact for colleagues and external stakeholders, ensuring professionalism in all interactions.

Equality, Diversity and Inclusion

• Promote and support equality, diversity and inclusion objectives for the School and student population, working with the relevant offices in UCC to ensure equality of access for all.

Health & Safety

In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement), each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College/School/Department/Centre/Unit in relation to the areas/activities under their control.

• Co-operating and assisting the University and the Head of College/School/Department/Centre/Unit in the discharge of their statutory safety responsibilities.

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation.

Selection Criteria

The successful candidate will be expected to have:

Essential Criteria

A third level degree and/or other relevant qualification

Significant experience in a similar PA, Executive Assistant, or administrative role supporting a leader at senior level

Ability to anticipate needs, resolve issues efficiently, and offer proactive solutions

Excellent written and oral communication skills, with the ability to write clearly and accurately and to produce work of a high standard including minute-taking, preparing presentations, and drafting reports for both internal and external audiences

Proven ability to manage multiple tasks and priorities effectively

Proven ability to make decisions, take responsibility, exercise sound judgment, and demonstrate leadership

Demonstrate energy, enthusiasm, flexibility, and a solution-focused approach to work

Demonstrated experience of the implementation of change management initiatives and continuous improvement in an academic setting

Demonstrable evidence of IT and digital technology skills including advanced knowledge of UCC’s digital technologies portfolio and implementation of Office 365 applications including OneDrive, SharePoint, TEAMS, along with Word, Excel, PowerPoint, Outlook, and the internet, to improve efficiency and effectiveness

Excellent interpersonal skills including the ability to engage appropriately with University colleagues and external stakeholders at all levels

Desirable Criteria

Comprehensive understanding of University information systems including UCC Apply, DMIS, ITS, and Agresso

Experience of LEAN/Six Sigma expertise and application

Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post.

Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be shortlisted.

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

The University has determined a set of competencies which are a requirement for this post.

Conditions of Employment

• Salary: Appointment may be made on the Admin V Salary Scale:

  • Admin V Scale B: €50,799 – €62,303

  • Admin V Scale A: €48,584 – €59,300

  • Salary placement will be in accordance with public sector pay policy.

• Hours: 35 hours per week (9:00am – 5:00pm, Monday to Friday with a 1-hour lunch break)

  • Due to the nature of the role, it may be necessary to vary these hours to meet the exigencies of the post.

• Annual Leave: 27 days per annum (exclusive of public holidays and Good Friday); 4 days must be retained for the Christmas closure.

• Sick Leave: Granted in line with University policy, subject to change.

• Tenure: Permanent, full-time

  • A probationary period of 12 months applies

  • One month's notice of termination by either party

• Pension:

  • Membership of the Single Public Service Pension Scheme (or UCC Pension Scheme if previously employed in a pensionable post pre-2013)

  • Retirement age depends on scheme membership

• Pension Abatement: May apply if the appointee is in receipt of a Civil/Public Service pension.

• Insurance & Benefits:

  • Supplementary Life Assurance Scheme (0.26% of salary)

  • Group Personal Accident Scheme (0.06% of salary)

  • UCC Income Continuance Plan and Specified Illness Cover (1.05% of salary)

  • PRSI Class A1 applies

  • Access to Voluntary Health Insurance via payroll

  • Further training, staff clubs, leisure centre access, work-life balance policies

• Work Permits: Non-EEA candidates must secure a valid work permit before appointment.

• References & Documentation:

  • References will be required following interview

  • Candidates must submit proof of qualifications, identity, and undergo Garda vetting if necessary

• Restrictions on Re-employment:

  • Applies to former public servants who availed of collective agreements or early retirement

  • Any such restrictions must be declared