Administrative Officer

About the Role: Administrative Officer

We are seeking a proactive and confident individual to join our team, which is responsible for designing and delivering leadership development programmes, initiatives and events for senior leaders across the public service. This role is pivotal in supporting our work by managing day-to-day administration of leadership programmes and significantly serving as a key point of contact for senior leaders who are participating in our programmes. The position involves proactively engaging with senior leaders to promote the IPA’s Senior Public Service leadership programmes, managing programme activities, and responding to email and phone enquiries. The successful candidate is expected to build positive working relationships with senior stakeholders, and to demonstrate professionalism, sound judgement, persistence, and a courteous approach at all times.

Competitive salary (IPA Grade 4)

Starting salary €42,809 per annum. Rising to €66,969 (14-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

27 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 central city-centre office in 2026 (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 on to the IPA superannuation scheme.

Staff Development

Support for professional development programmes, including support for IPA academic and training programmes.

Benefits

Permanent contract. Employee supports including Employee Assistance Programme, Tax-free travel pass, Bike-to-work scheme.

Job Description

Administrative Officer – Grade 4

Reports to: Programme Manager, Senior Public Service

Senior Public Service (SPS) is responsible for delivering leadership development for senior leaders (principal officer and above) to empower them in meeting urgent and critical leadership challenges across the Public Service. The SPS programmes address critical skills, encourage innovation and adopt an integrated approach to cross-governmental issues such as infrastructure, housing and climate change. SPS also builds leadership capabilities to prepare for emerging areas impacting public services, including digital transformation, AI and sustainability.

Main Responsibilities:

Operations and Planning

• Take responsibility for all operational activities for the delivery of programmes and any other programmes that may come within the remit of the role. Engage with clients, participants, trainers, speakers and associate staff to ensure a seamless experience for participants from enrolment stage to completion stage of the programmes.

• Manage programme applications and registrations and related client/participant programme communications.

• Co-ordinate programme delivery and related schedules across multiple streams of cohorts across multiple programmes, managing the logistics to meet the timelines of clients and participants within agreed frameworks. Act as the first point of contact for all communications and queries from clients, participants and trainers/associates.

• Understand and manage all aspects regarding the pricing model, budgeting, invoicing, estimating costs, providing recommendations on programme fees, providing justification for fee increases and highlighting value for money.

• Develop and maintain strong links with the client system, particularly in Local Government, Government Departments and Offices, or others ensuring clients are satisfied with our services, developing the IPA’s profile and revenue streams. Demonstrate an understanding of the clients’ needs and differences between various sectors in the content and delivery of programmes (contextual awareness).

• Liaise with industry-recognised external accreditation bodies, building relationships to ensure good working relationships and aligning requirements of clients, awarding bodies, and the IPA in the design and delivery of programmes.

• Take a pro-active approach and make decisions on issues or enquiries where judgement is required to resolve problems. Ensure colleagues are updated on new processes and procedures as appropriate.

• Whilst this role currently does not have any direct reports, this may be subject to change. The remit of the role has the potential to include supervision of administration staff, along with motivating and encouraging staff to develop their skills and work collaboratively for the benefit of the Institute.

• Carry out programme evaluation from client and participant perspectives, including feedback from trainers/associates. Review all evaluation material, identify themes and provide recommendations for continuous improvement of course content and delivery.

• Forward plan all activities for the next 6-12 months working closely with the Head of unit to ensure a seamless experience for participants and timely communication to clients, anticipating future requirements for the various programmes.

Systems

• Maintain all records for the programme including participant details, courses delivered, modules completed, and certificates/accreditations awarded on CRM and the other relevant IPA systems within the Department.

• Develop and maintain the Department’s virtual learning platform pages including user account management and dissemination of online programme material.

• Support the Department’s invoicing and purchasing activities using the relevant systems and procedures.

• Contribute to development of systems and processes to support service delivery both online and face-to-face. Identify opportunities for system or process continuous improvements and take action to implement these.

• Ensure integrity of databases and spreadsheets, and that all information is managed accurately, efficiently and in line with data processing and systems requirements.

• Run and analyse reports, using these to identify issues and opportunities for improvement, making recommendations for process improvements to senior colleagues.

• Support the preparation and compilation of procurement and tendering documentation and reports.

Projects and Events

• Responsible for end-to-end planning to delivery of all aspects for programme delivery including: venue, hospitality, travel, pre-work, evaluation, IT systems and equipment and any other practical aspects of running programmes for large scale events (150-200 attendees).

• Provide administrative and technical support for in-person and online programme events, information sessions and promotional activities, including creation of schedules/links and monitoring and troubleshooting of online events.

• Act as the ambassador for the programmes, portraying a professional communication style both written and verbally with all clients, participants and stakeholders.

• Identify venues/providers for programme delivery ensuring procurement directives are followed. Engage with potential providers for all logistics associated with the programmes, ensuring quality, reliability and value for money.

• Oversee the collation of customer and client feedback on logistical matters, reviewing the content and making recommendations for enhancements and improvements.

• Undertake projects at the direction of the manager.

General

• Deputise for colleagues as required and represent the manager or department at meetings and events.

• Lead on effective communication and co-ordination across the unit.

• Any other duties that arise from time to time as directed by the manager or nominee.

About the ideal candidate

Qualifications

• Degree or equivalent relevant expertise gained through experience.

• Diploma or professional qualification would be advantageous.

Knowledge

• An understanding of the IPA’s services and clients.

• Familiarity with public sector structures, processes, and protocols.

• A high degree of proficiency in IT skills, virtual/online delivery platforms and experience of using software packages.

Experience

• Minimum five years’ experience demonstrating a breadth of responsibilities gained across a range of roles.

• Experience in programme scheduling, logistics and maintaining accurate participant records.

• Experience in providing high-quality customer service in a public service, professional or corporate environment.

• Experience in teamwork working on events/projects.

• Experience in managing competing priorities and tasks within tight timeframes.

• Experience engaging with and supporting senior-level managers or executives, preferably within the public service or a similar complex organisation.

Skills

• Demonstrated ability to communicate clearly and professionally, both verbally and in writing.

• Confidence and ability to engage with senior stakeholders and build trusted relationships.

• Strong report design, presentation and layout skills.

• Strong analytical and problem-solving skills.

• Strong customer focused ethos, with can-do attitude to meet customer needs.

Personal attributes

• Proven ability to work on own initiative and work in a dynamic, flexible team environment.

• Demonstrate flexibility in adapting to changes.

• Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time.

• Commitment to continuous improvement and self-development.

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.

General Conditions

This position will be filled on a permanent basis. While the position is Dublin based a considerable amount of our work is delivered in client organisations throughout Ireland and abroad on occasions. Members of the staff of the Institute may be required to attend meetings and other functions on occasions outside normal working hours.

Our Values

Character: Each candidate must demonstrate commitment to the IPA values:

• Integrity

• Client-Centred and Responsive

• Openness and Accountability

• Trust and Respect

• Innovation and Learning

• Research-Led

• Practice-Led

Our commitment to supporting our Staff

The Institute is committed to embracing opportunities for blended working, to build a dynamic, agile and responsive organisation while sustaining strong standards of performance and high levels of productivity. A healthy work-life balance is important to us and we recognise this by offering a comprehensive range of work-life balance options and a wide variety of special leave options. We provide access to the Cycle to Work Scheme and the Tax Saver Scheme and we have a staff wellbeing and employee assistance programme. We are committed to providing ongoing learning and development opportunities so that you can develop to your full potential. Staff are actively encouraged to pursue further education opportunities.

Our commitment to Diversity and Inclusion

As an equal opportunity employer, we are committed to implementing equal opportunities in all our employment policies and procedures. The Institute of Public Administration values and welcomes diversity and is committed to creating a truly inclusive workplace. We aim to develop colleagues to enable them to make a full contribution to meeting the Institute’s objectives, and to fulfil their own potential on merit. We welcome and encourage job applications from candidates of all backgrounds.

Principal Conditions of Service

Remuneration

The salary scale for this position ranges from €42,809 to €66,969 (14 point scale including 2 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 our work is delivered in client organisations throughout Ireland, and abroad on occasions. Members of the staff of the Institute may be required to attend meetings and other functions on occasions 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/business requirements. The Institute currently has a flexible working hour attendance scheme in operation.

Annual Leave

The Annual Leave allowance for this position is 27 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.

Safety & Welfare

The holder of the post shall co-operate with the terms of the Institute’s Safety Statement. They shall familiarise themselves with the safety rules and procedures and adhere to same.

Training

It is a condition of employment that successful candidates will be required to participate in training programmes relevant to the skills necessary for the performance of the duties attaching to the post.

Superannuation Contribution

Membership of the Single Public Service Pension Scheme is compulsory for all employees except where there is membership of pre-existing public service superannuation scheme. Details will be provided to the appointee prior to appointment. For new entrants under the Single Public Service Pension Scheme, effective from 1st January 2013, superannuation contributions are as follows: 3.5% of net pensionable remuneration and 3% of pensionable remuneration. Pension and retirement lump sum will be based on career-average pensionable remuneration; pensions will be co-ordinated with the State Pension Contributory.

Additional Superannuation Contribution

This appointment is subject to the Additional Superannuation Contribution (ASC) in accordance with the Public Service Pay and Pensions Act 2017. Note: ASC deductions are in addition to any pension contributions (main scheme and spouses’ and children’s contributions) required under the rules of your pension scheme.

Important Notice

The above represents the principal conditions of service and is not intended to be the comprehensive list of all terms and conditions of employment which will be set out in the employment contract to be agreed with the successful candidate.

Confidentiality

All enquiries, applications and all aspects of the proceedings relating to recruitment and selection are treated as strictly confidential and are not disclosed to anyone outside those directly involved in the recruitment process.

Freedom of Information

Candidates can expect that all enquiries, applications and all aspects of the proceedings are treated as strictly confidential subject to the provisions of the Freedom of Information Act, 2014.