Administrative Assistant

Main Purpose of Job

The main purpose of the job is to work closely with the ARC Hub leadership team ensuring that adequate and professional administrative support is provided pertaining to financial administration, procurement and suppliers, HR administration in line with the requirements of the ARC Hub and per the set timelines. It also includes assisting with the preparation, organisation and reporting of information to key stakeholders, arranging internal and external meetings, managing and maintaining systems.

The postholder will manage assigned tasks and prioritise competing tasks in order to ensure that they are completed on time and to a high standard with excellent attention to detail.

• To provide the ARC Hub for HealthTech with a comprehensive and professional administrative and support service e.g. financial administration, procurement and suppliers financial administration support interfacing with Agresso system.

• Administrative management of central email box, HR administration support liaising with University of Galway HR and Research Accounts Office departments as required.

• To prepare and organise information and reports for internal and external meetings, ensuring workloads are managed appropriately and that internal and external deadlines are maintained.

• Contributing to and carrying out project work as/when required and any other duties deemed appropriate by line management.

• Managing and maintaining systems i.e. Agresso, ARC operations administration filing system (MS Teams), any relevant operational oversight trackers, central email inbox repository etc.

• Contribution to the development of administrative processes and SOPs as required.

• Managing assigned tasks and prioritising competing tasks to ensure that they are completed on time and to a high standard with excellent attention to detail.

• Support the training of new staff members and ensuring efficient management of workloads during peak times.

• Supervision and guidance of administrative staff whilst working on own initiative and as part of a team in delivering services.

• Providing the highest quality standards in customer service when dealing with the public, stakeholders and internal staff whilst acting on feedback and reporting to line management e.g. liaising with vendors and service providers in a finance administrative capacity for invoice processing and related queries, liaising with funders and external funders in a finance administrative support capacity.

• Checking work thoroughly to ensure it is always completed accurately and to a high standard.

• Maintain own knowledge of relevant University Policies and Procedures and regulations.

• Other duties as assigned by the ARC Hub’s Operations Manager.

The successful candidate will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

• Pass in 5 subjects at Leaving Certificate level (or equivalent) or a recognised post-Leaving Certificate administrative/office technology qualification

• Satisfactory relevant employment experience which demonstrates a high level of administrative support in a demanding office environment

• Excellent IT skills with proficiency in M/S Office suite

• Demonstrate the ability to plan and organise own workload in an effective manner within strict deadlines

• Demonstrable energy, initiative, motivation and leadership potential

• Experience using various IT systems such as Agresso or similar financial management IT system

• Excellent planning and organisational skills

• Excellent written and verbal communication skills, good numeracy skills, and ability to analyse data with a strong attention to detail

• Flexibility and problem-solving ability

• Ability to work both independently as well as part of a team

• Demonstrate ability to work in line with relevant policies and procedures and regulations

The above criteria will be utilised to shortlist and select candidates for interview.

If you are an existing University of Galway employee, please use the University of Galway Core Portal to apply for this post. http://ess.universityofgalway.ie User guides: https://www.universityofgalway.ie/human-resources/employeeselfservice/

Note: Closing dates/times cannot be extended for user error. Late applications cannot be accepted. Agency staff with three months continuous service with the University can apply for internal vacancies. Further information: CorePortal User Guide - University of Galway. Employment permit restrictions apply for this category of post.

The completed application document must be submitted online to reach the Human Resources Office no later than Thursday 14th of August 2025.

All applicants will receive an acknowledgement of application. If you do not receive it or have queries, contact: 📧 recruit@universityofgalway.ie 📞 091-492151

Under Department of Finance Circular 12/09, retirees from this scheme are ineligible to apply for positions in the same employment or sector.

This is a pensionable position. Terms depend on the scheme currently in force within the University and may change according to government decisions.

Relevant legislation includes:

• Public Service Superannuation (Miscellaneous Provisions) Act 2004

• Single Public Service Scheme (for new entrants post-1 Jan 2013)

• Compulsory retirement age: 70

Under the 2012 agreement, individuals who accepted redundancy are ineligible for re-employment in the public service for 2 years, unless consent is obtained from the Minister for Public Expenditure and Reform. Rehire tax implications: Revenue Circular

Participants in the Targeted Voluntary Early Retirement (VER) Scheme or Voluntary Redundancy Schemes (VRS):

• VER: permanently ineligible for re-employment in the public service.

• VRS: ineligible for 7 years, re-employment after that period subject to Ministerial approval.

Applicants must declare any prior participation in ISER, VER, VRS, or similar exit schemes. They must also declare any entitlements to public service pensions or benefits from other public service roles.

Non-EU/EEA citizens must have a valid permit to work in Ireland. Employers and employees share legal responsibility. More info:

Applications will be reviewed by a Board of Assessors. All materials will be treated in confidence.

Candidates will be informed of interview dates in due course. Availability on the set date is required. Failure to attend or respond to requests may disqualify an applicant.

Referees listed on the application form will be contacted after interviews (except for academic posts).

All candidates will be notified of the outcome. The successful candidate must submit:

• Proof of age and qualifications

• May need to complete a medical examination

Following a conditional offer, a confidential pre-employment health questionnaire must be submitted. The Occupational Health Service will use this to assess:

€42,350 - €58,813 per annum (pro rata for part-time/short-term roles) Applicable to new entrants effective from January 2011, in accordance with QA321 University’s Remuneration & Payroll Policy. Appointment will be made on the Grade 3 pay scale in line with current Government pay policy.