Administrative Assistant

Job Advertisement

Applications are invited for an appointment as Administrative Assistant, Grade 2, 1 FTE, SPC in the National Construction Technology Centre at the University of Galway. This post is being offered as a specific purpose contract and will terminate by reason of the expiry of its specific purpose. The anticipated duration of this assignment is circa 24 months.

Information on the University's Strategic Plan is available at: Strategy | Straitéis 2020-2025 - University of Galway

For informal enquiries, please contact Colm McHugh, Centre Manager – Construct Innovate. Email:colm.mchugh@universityofgalway.ie

Salary: €33,387 - €51,279 (06A-Dir), €36,024 - €51,279 (applicable to new entrants effective from January 2011), and in accordance with the terms and conditions of the QA321 University’s Remuneration & Payroll Policy. This appointment will be made on the Grade 2 payscale in line with current Government pay policy.

Closing date for receipt of applications is 17:00 (Irish Time) on Thursday, 24th July 2025. Applications received after the closing date will not be considered.

• Garda vetting may apply.

• Appointments will be conditional on work authorisation validation. Further details are available at www.dbei.ie.

• For more information and the Application Form, please see: Jobs - University of Galway.

• Applications should be submitted online. For guidance, see:

  • E-Recruit - University of Galway

  • Guidelines for On-line Applications

Please note: Appointment to posts advertised will be dependent upon University approval and the terms of the Employment Control Framework for the higher education sector. University of Galway is an equal opportunities employer.

Reporting directly to the Centre Manager, the post holder will have daily contact with:

• Centre Manager

• Other Centre Executive Management Committee members (including Directors & Lead Co-PIs)

• Other Centre Operations Team (including Communications & Marketing Officer, Innovation & Research Programme Manager, Finance Officer (University of Galway), Funding Officer (University of Galway))

• Construct Innovate Principal Investigators (PIs)

• Construct Innovate Associate and Patron members

General contact will also include:

• Centre Steering Committee (CSC)

• Stakeholders in the College of Science and Engineering

• Staff of the Ryan Institute

• Research Accounts Office staff

• Office of the Vice President for Research and Innovation staff

• Marketing and Communications Office staff

• Office of the Vice-President for Engagement staff

• Relevant offices in RPO members (e.g., research and innovation, HR, legal)

• Construction innovation actors (SMEs, RTOs, Universities, public bodies, investors, large companies, regional/national/European clusters and metaclusters, professional associations, living labs)

• National and international funding agencies

• Other relevant technology centres

• International organisations collaborating with the Centre

Established on 24th June 2022, Construct Innovate is Ireland’s Research Centre for Construction Technology and Innovation. Hosted at the University of Galway, it is the first industry-led technology centre in the university. The Centre received initial funding of €5M over 5 years as part of the Enterprise Ireland Technology Centres programme.

Partner universities:

• Trinity College Dublin

• University College Dublin

• University College Cork

Industry is at the heart of the centre, with the Irish Green Building Council playing a leading role.

Construct Innovate’s membership model allows companies to directly engage with key issues. Member companies are supported by Centre staff and empowered to lead research, development, and innovation (RDI) activities critical for their progress.

Vision: To make Ireland a global research and innovation leader in sustainable construction and built environment technology.

Mission: To be a platform that enables:

• Industry to take ownership of RDI processes

• Company resilience during disruptive changes

• A modern, sustainable construction sector that supports the circular economy and climate action

Values: Collaboration, Agility, Transparency, Ethics

Approach: Through access to innovation, knowledge, and business ecosystems, Construct Innovate helps SMEs boost capacity and competitiveness, contributing to a sustainable built environment.

Culture: The Centre promotes a respectful working environment aligned with the University of Galway’s 2020–2025 vision, emphasizing values-based culture, excellence, ambition, and community well-being.

The postholder will support the Centre’s industry objectives via the Research Programme.

Reporting to the Centre Manager, the postholder will ensure administration tasks are conducted efficiently, accurately, and professionally. Responsibilities include:

• Providing a comprehensive administrative support service

• Managing competing tasks with excellent attention to detail

• Preparing reports, correspondence, minutes, and documents

• Responding to queries professionally and promptly

• Handling accounts and procurement (e.g., PO processing, order tracking, Agresso reporting)

• Communicating with members to maintain high service levels

• Managing membership processes for new and existing members

• Distributing relevant materials and information

• Maintaining systems such as Core, Agresso, Hubspot, and databases

• Arranging travel logistics for staff and visitors

• Supporting events and meetings

• Upholding excellent customer service to all stakeholders

• Working independently and as part of a team

• Ensuring accuracy and quality in all tasks

• Undertaking additional duties as assigned

• Maintaining knowledge of relevant University policies

Applicants must, as of the closing date:

• Have passed 5 subjects at Leaving Certificate level (or equivalent), or hold a recognised post-Leaving Certificate qualification in administration/office tech

• Have at least 2 years' relevant experience providing high-level administrative support in a demanding office setting

• Demonstrate knowledge of financial and accounts systems

• Show proficiency in MS Office, particularly Word and Excel

• Be familiar with cloud storage and web services

• Exhibit a positive work ethic and professional attitude

• Possess excellent communication and interpersonal skills, with teamwork experience

• Be able to work on their own initiative and manage workloads effectively

• Experience in customer service and/or procurement functions (e.g., ERP systems)

• Knowledge of public procurement and university systems

• Familiarity with CRM platforms like Hubspot

• Experience developing administrative processes and controls

• Proficiency in Irish at B2 level or above (CEFR)