College Administration Officer

Salary:  Admin Grade 2 with a Salary Scale of €27,881 to €44,864 per year Basic Function: 

To provide administrative support to the College Principal and Staff Officer in relation to all college activities.

Background:

The College in the Botanic Gardens has 17 staff in total and delivers full time and part time Horticultural programmes across the academic year to over 200 students. The College is located in the beautiful surroundings that is the National Botanic Gardens in Glasnevin. Teagasc staff work in conjunction with the campus in Ashtown for the delivery of students skills and practical's across all programmes.

Job Objectives

• Provide administrative support to the College Principal and Staff Officer.
• Assist the College Principal/Staff Officer with the production of reports as and when required.
• Provide front of house telephone and reception service ensuring a high standard of customer service to learners and stakeholders.
• Manage and maintain student online application system.
• Maintain and update student files ensuring compliance with GDPR retention schedules, to include providing administrative support to the apprenticeship programme as needed
• Ensure that income recording of money and receipting is undertaken, including administration of student accounts, ensuring income is recorded consistently as per Teagasc procedures.
• Purchasing of goods and services in accordance with procurement guidelines
• Opening and sorting incoming post & managing outgoing post, as needed.
• Manage College room bookings.
• Provide administration support to college staff in relation to course delivery.
• Contribute to College online digital marketing e.g. Facebook etc.
• Assist with monitoring the maintenance of office equipment, buildings, etc.
• Research and carry out specific projects as may be allocated
• To assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.
• To actively participate in the annual business planning and Performance Management Development System (PMDS) processes.
• Fully co-operate with the provisions made for ensuring the health, safety and welfare of themselves, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations. This includes full compliance with the responsibilities outlined in the Safety Statement.
• Any other duties as may be assigned from time to time

* This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.

Qualifications

At the time of applying, candidates must have

• QQI Level 5 qualification or passed an examination at the appropriate level within the National Framework of Qualifications (NFQ) which can be assessed as being comparable to the Leaving Certificate or equivalent
•  Computer Skills training, e.g: ECDL/MOUS.
•  Minimum of 1 years’ experience working in a relevant office administrator role.

Skills/Knowledge 

• Excellent communication skills.
•  Proficient in Microsoft Office suite including Word, Excel, PowerPoint.
•  Good organisational skills & time management.
•  Good telephone skills.
•  Ability to work as part of a team.
•  Good administrative, numeracy and attention to detail.
•  Customer Awareness.
•  An understanding of the public sector and its works.
•  An understanding of Teagasc, its functions and its clients.

Behavioural Competencies

•  Self-motivated, committed, trustworthy.
•  Ability to work to strict deadlines
•  A structured work approach with an ability to work in a confidential environment
• Flexible with an ability to adapt to changing requirements.
• Self-disciplined and excellent attention to detail.
•  Ability to set clear standards and to take a customer service approach to work
•  Ability to work within a team
•  Pleasant, friendly, approachable, confident, helpful, efficient,..

Other

Candidates will ideally satisfy legal requirements to drive unaccompanied on Irish public roads.