Administrative Officer

The Purpose of the Role

Trinity Research requires an Administrative Officer to provide essential administrative and executive support to Trinity Research and the Director of Research. While the role-holder will be responsible for managing daily operations such as calendar management, room bookings, financial processes, purchasing, and other administrative workflows, they will also act as a central coordinator for audits and internal and external reporting obligations.

In addition, the role will coordinate and support exceptional funding such as that allocated by the Higher Education Authority (HEA) which currently amounts to approximately €10 million and is distributed to the research community through highly specialized request. Given the scope and sensitivity of these responsibilities, the role requires a high degree of discretion.

Context

This role sits within the Trinity Research unit and reports to the Research Strategy & Policy Manager. The unit also comprises the Head of Research Impact and Engagement, Head of Research Strategy and Policy, Head of Research Development, and the Post-Award Manager.

Trinity Research is responsible for: delivering sector-leading support to the research community, leading work on institutional research strategy, research policy and research culture initiatives, research ethics and integrity including misconduct processes, leading the University’s engagement with national and international research funding and policy matters, managing significant external exceptional funding from the Higher Education Authority, and working to enhance the profile and reputation of the University’s research.

Trinity Research sits at the intersection of internal and external strategy and policy drivers and this role plays a crucial part in facilitating this.

Main Responsibilities

1. Financial Administration and Audit Support

• Trinity Research manages significant ad hoc external funding which is subject to strict financial regulation, reporting and external audit. The role-holder will play a central role in ensuring that audit materials are collated, maintained and prepared in line with external regulatory requirements.

• Support the coordination and distribution of exceptional funding such as that allocated by the HEA which currently amounts to approximately €10 million.

• Provide timely support for finance-related queries, including the receipting of items, verification of purchase orders, and liaising with suppliers or internal finance teams to ensure swift issue resolution.

• Manage essential Trinity Research account operations, including preparing and processing purchase orders and invoices, tracking expenditure, and reconciling financial records in alignment with university financial policies and procedures.

• Assist in budget tracking and provide administrative support for financial reporting to ensure the accuracy and transparency of Trinity Research’s financial activities.

2. Executive Support

• Proactively manage calendars, schedule meetings, and coordinate appointments for the Director of Research and other members of the senior leadership team as required, demonstrating a high degree of discretion and understanding of the external research and higher education landscape.

• Ensure all meeting materials, logistics, and follow-up actions are effectively handled to support the unit’s operational efficiency.

• Screen and manage high volumes of email traffic to the general Trinity Research inboxes, prioritising requests based on established agreements and responding to routine queries on behalf of Trinity Research where appropriate.

• Anticipate scheduling conflicts and proactively suggest solutions to optimise workflows and time management for the team.

• The role-holder will provide cover to the Dean of Research’s PA and for the Research Ethics & Integrity Officer as required.

3. General Administrative Duties

• Provide comprehensive administrative support to Trinity Research operations, including meticulous record-keeping, document preparation, and data entry, ensuring accuracy and adherence to university standards and external regulatory obligations.

• Prepare and generate reports, spreadsheets, and presentations to support decision-making and unit activities.

• Play a central role in the planning and coordination of internal and external events, meetings, and workshops. Ensure seamless organisation of logistics, including booking venues, preparing agendas, coordinating materials, and tracking attendance.

• Maintain filing systems, both physical and electronic, to ensure efficient retrieval of information and proper documentation management in line with internal standards and external obligations.

4. Communication and Stakeholder Support

• Assist with drafting, editing, and circulating internal communications and announcements to keep Trinity Research personnel informed of key updates, policies, and events.

• Support the coordination of communications between Trinity Research leadership, researchers, and external partners to ensure consistent and professional correspondence.

• Maintain website and social media accounts, ensuring that the unit has a strong online presence.

5. Other Duties

• Contribute to ad-hoc projects and initiatives as directed by the Research Strategy & Policy Manager, demonstrating flexibility and a proactive approach to evolving priorities within the unit.

• Serve as a professional and approachable first point of contact for Trinity Research, addressing routine queries and providing clear information to internal and external stakeholders while escalating complex matters appropriately.

• Provide backup support to colleagues during absences, ensuring continuity of service and operational efficiency.

Person Requirements

The role-holder will require the following knowledge, skills and attributes for successful performance in the role.

Qualifications:

• Essential: Leaving Certificate or equivalent.

• Desirable: Degree or Diploma or professional qualification in Administration, Office Management, or a related field.

Knowledge & Experience

• Significant experience providing high-level administrative support within an academic environment (essential), with a strong preference for experience in research administration (desirable).

• Proficiency in IT systems, including advanced word processing, spreadsheet creation, database management, and website maintenance. Experience with tools such as Dreamweaver, social networking applications, and a demonstrated ability to quickly adapt to and learn new IT systems (essential).

• Familiarity with and experience using internal systems such as CMIS and FIS.

Skills

• Communication: Exceptional oral and written communication skills; confident and persuasive in verbal interactions, while consistently producing clear, concise, and error-free written content.

• Discretion: Due to the sensitive and often confidential nature of much of the work across the unit, the role-holder will demonstrate a high degree of discretion in all aspects of their duties.

• Organisation: Outstanding organisational and time management skills with the ability to prioritise multiple tasks, meet tight deadlines, and maintain a high degree of accuracy and attention to detail.

• Customer Service: Strong commitment to delivering excellent customer service; takes pride in anticipating and addressing the needs of staff, researchers and external stakeholders efficiently and courteously.

• Interpersonal: Excellent interpersonal skills with a proven ability to build effective working relationships across departments and the wider college community. Known for being approachable, collaborative, and supportive of colleagues.

Personal Attributes

• Service-Driven: Understands and prioritises the delivery of high-quality service, consistently going above and beyond to meet the needs of researchers, academic staff, and stakeholders.

• Detail-Oriented: Demonstrates a meticulous approach to tasks, ensuring that quality standards are upheld in all aspects of the role.

• Commitment to Results: A dedicated and results-driven professional, willing to invest additional time and effort to achieve goals and ensure operational efficiency.

• Flexibility: Maintains a flexible and adaptable approach to working hours and responsibilities, accommodating the demands of the role, including occasional work outside of regular office hours when required.

Salary:

Appointment will be made on the Administrative Officer 3 (€46,874 – €58,667 per annum) and in accordance with the Department of Finance guidelines.