Administrative Coordinator

What We Offer

Competitive Salary (IPA Grade 5)

• Starting salary: €42,346 per annum.
• Rising to €58,624 (10-point salary scale; the top 2 points are long service increments).
• Annual increase subject to satisfactory performance.
• Additional pay increases in line with national pay agreements.
• Prior public sector experience will be taken into consideration in determining starting salary.

Holidays and Leave

• 26 days annual leave.
• Hybrid working – up to 2 days working from home, subject to operational demands.
• The Institute currently has a flexible working hour attendance scheme in operation.

Central Location

• Based in Lansdowne Road, Dublin 4, beside DART station.
• Premises subject to relocation to a central city-centre office in 2027/2028 (estimate).

Pension

• Career-Average Defined Benefit Pension Scheme.
• Retirement benefits are mainly based on a percentage of your pensionable earnings throughout your public service career (Single Pension Scheme for Public Servants).
• Prior public sector employees (pre-2013) will be entered onto the IPA Superannuation Scheme.

Staff Development

• Support for professional development programmes, including full fee remission for IPA academic and training programmes.

Benefits

• Permanent contract.
• Employee supports including:
• Social clubs and staff events, including:

Main ResponsibilitiesOperations

• Provide administrative and related technical support to the functional areas within Professional Development (the cross-departmental Business Development and Leadership and Management teams). This includes administering and supporting a range of in-person, blended and online learning and development programmes, learning materials and services.
• Contribute to the professional team of administrative support staff, ensuring high-quality and consistent administrative practices, arrangements and communications across the business areas.
• Provide end-to-end administrative support for Business Development, including Central Bookings Office, invoicing, marketing, logistics and administrative support for training events and any other related work.
• Ensure that all invoicing and purchasing are completed promptly and accurately using the relevant systems and procedures.
• Engage with specialists, associate specialists and teams to co-ordinate and provide a seamless quality service to client organisations across the portfolio of services.
• In conjunction with colleagues, support the delivery of successful programmes and events, including co-ordination of room bookings, venue procurement, registration and cancellations, catering and liaison with the IPA/venue facilities and relevant services.
• Maintain records, track information and produce reports including, for example, event numbers, evaluations and quarterly and yearly reports to support the work of the Department as required.
• Preparation of course materials and event packs.

Customer Service

• Manage and respond professionally to a broad range of enquiries from clients and track these using the CRM System and/or other systems, as required.
• Work to implement a clear and uniform approach to quality assure services to clients, including:
• Work closely with the Marketing and Promotion Manager to ensure the Department’s administrative systems, processes, procedures and branding protocols are followed.
• Ensure all records, including client data, are maintained consistently and accurately in line with data processing requirements.
• In conjunction with the Marketing and Promotion Manager, support the planning, scheduling and marketing of the Department's services and events, including the public course schedule and weekly events.
• Collate client feedback for the various service offerings.
• Build and maintain relationships with the client system to ensure timely communication and excellent customer service.
• In conjunction with colleagues, adopt a consistent approach to working with Associate Specialists, in accordance with agreed procedures and protocols.
• Liaise with external stakeholders and service providers to ensure the efficient delivery of client events.
• Support and train team members on the relevant systems and procedures where required.

General

• Undertake any other duties that may arise from time to time relating to the delivery of programmes and services and provide such other administrative support as may be required.
• Work closely with other staff in the team to monitor the smooth running of systems, processes and procedures and identify opportunities for improvement.
• Deputise for colleagues as required at meetings and events.
• Contribute to effective communication and co-ordination across the teams.
• Manage learner access to materials and resources on IPA’s Learning Management System (LMS) and support the learner's programme experience through the LMS.

About the Ideal CandidateQualifications

• Leaving Certificate or equivalent – Essential.
• Diploma or professional qualification – Desirable.

Knowledge

• Strong working knowledge of Microsoft Office, e-mail and the web – Essential.
• A good understanding of the range of programmes offered by the Professional Development Department and the requirements for delivering programmes both online and in person.
• A high degree of proficiency in IT skills, virtual/online delivery platforms and experience using software packages.

Experience

• Minimum three years' experience in an administrative role with responsibility for a variety of processes and procedures – Essential.
• Experience working in customer-focused environments – Essential.
• Capacity to coordinate and schedule work in a team environment to a consistently high standard.
• Experience in training other staff on processes and procedures.

Skills

• Excellent IT skills, including Excel and PowerPoint for the production of high-quality materials and slide decks.
• Excellent written and verbal communication skills.
• High standard of accuracy in both written and numerical work.
• Excellent presentation, formatting and layout skills.
• Strong interpersonal skills and commitment to delivering excellent customer service.
• Ability to deal with difficult situations with tact, discretion and professionalism.
• Strong analytical and problem-solving skills.

Personal Attributes

• Proven ability to work on own initiative and work in a demanding, high-volume and flexible team environment – Essential.
• Willing to work in a team and build trust with colleagues.
• Commitment to continuous professional development.
• Ability to adapt to changing requirements.
• Flexible approach to working hours, as the demands of the post may occasionally require work outside normal office working hours.

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.

Remuneration

The salary scale for this position ranges from €42,346 to €58,624 (10-point scale, the top 2 points are 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

This role is offered on a permanent basis. A secondment arrangement may be considered on request from another Public Sector organisation.

Location

While the position is Dublin-based, a considerable proportion of the work is delivered in client organisations throughout Ireland and, on occasions, abroad.

Members of staff of the Institute may be required to attend meetings and other functions outside normal working hours.

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 and business requirements.

The Institute currently has a flexible working hour attendance scheme in operation.

Annual Leave

The Annual Leave allowance for this position is 26 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.