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Office Administrator

Water Safety IrelandGalway€534.34 - €859.81 per weekHybridFull-time

The Role:

The Office Administrator is a key role that directly contributes to Water Safety Ireland’s mission of education and lifesaving activities by assisting in the administrative duties of Water Safety Ireland (WSI). While reporting to the Assistant Office Manager, The Office Administrator (Clerical Officer) may also be called upon to administer projects and assist other Team members and Council Members from time to time. This role requires the appointee to work independently and proactively, demonstrating Initiative, ownership and follow through of all tasks within their responsibility.


Terms of Appointment

Appointment is subject to a six-month probationary period. If at any-time during this period, it appears that the appointee would not be suitable for final appointment the probation will be terminated.

Reporting Structure

The Clerical Officer will report to the Assistant Office Manager.


WSI has a Hybrid Working Policy that allows you to apply to work remotely up to three days and in the office for a minimum of 2 days a week.


The salary scale applicable to this position is the Clerical Officer scale. The salary scale as of October 2023 is €534.34 – 859.81 per week.

Starting salary

Candidates should note that the starting salary will be at the minimum of the pay-scale and will not be subject to negotiation.

Different remuneration and conditions may apply, if, immediately prior to appointment the appointee is already a serving Public Servant.

Prior to taking up duty an appointee seconded to the post will be required to provide a comprehensive statement to WSI from his/her substantive employer confirming salary and pension details.

Annual Leave

The appointee will be entitled to 22 working days holidays in each year (in addition to the usual Public and Bank Holidays) to be taken at a time or times convenient to WSI. The appointee will be required to take annual leave for the period of the Christmas closure of WSI offices.

Key Responsibilities:

Daily Tasks Include the following: (Please note this list is not definitive nor restrictive)

•                 As the first point of contact in the office, to rapidly react to incoming queries and assist where possible, and direct to relevant parties when unable to complete the request and ensure communication loops are completed

•                 Assist in Garda Vetting Processes and Procedures for WSI

•                 Maintenance of the Shared Contacts and Membership databases

•                 Ownership of Course Registration – verification of membership & insurance

•                 Ownership of shipment of certificates, manuals and stock control, liaising with outsourced providers where required

•                 Administration of Franchisee membership process

•                 Assist in administration of PHECC programme

•                 Assist in handling any GDPR queries

•                 Assist in management of Assets, completing relevant administration and ensuring Asset Register is up to date

•                 General Administration, to include, but not limited to, ownership of membership database, updating of course registration, liaising with external stakeholders to ensure certificates and other membership requests are fulfilled in a timely manner.

•                 Ordering of WSI pamphlets and merchandise upon member request

•                 Assisting other team members, council members and volunteers in other administrative tasks as required

What Success looks like: The following Key Performance Indicators will be periodically measured to benchmark productivity and success in this role:

·       Adherence to agreed calendar of agreed deadlines on weekly, monthly, quarterly and annual basis

·       Other KPIs as agreed between CO and Assistant Office Manager

Health and Safety

·        To report any health and safety issues clearly and promptly to all relevant stakeholders.

·        To attend all training. This may include training outside of normal working hours, and it may include training on site, at alternative locations or online training platforms.

·        To maintain any continuous training and update any certifications that may be required to successfully complete the responsibilities of the role.

·        To immediately attend to all accidents or incidents, ensuring that appropriately trained first aider is called if necessary and that all accidents and incidents are accurately and promptly reported to the Health and Safety Officer on the appropriate form.

Customer Care

·        To be professional, courteous, and positive in all dealings with all stakeholders.

·        To deal with all customer queries, concerns or complaints in a prompt, courteous and professional manner.

·        To inform all relevant stakeholders of any customer complaints or concerns with a view to learning from the situation and preventing a recurrence.

·        To reflect the values and mission of Water Safety Ireland and Public Service in every aspect of your role.

Key Competencies this Role Requires:

·       Team Work - A key competency of this role is Team Work. This is demonstrated by:

1.     Shows respect for colleagues and co-workers

2.     Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate

3.     Offers own ideas and perspectives

4.     Understands own role in the team, making every effort to play his/her part

·       Information Management and Processing - A key competency of this role is the ability to analyse information and make appropriate decisions. This is demonstrated by:

1.     Approaches and delivers all work in a thorough and organised manner

2.     Follows procedures and protocols, understanding their value and the rationale behind them Keeps high quality records that are easy for others to understand

3.     Draws appropriate conclusions from information

4.     Suggests new ways of doing things better and more efficiently

5.     Is comfortable working with different types of information, e.g. written, numerical, charts, and carries out calculations such as arithmetic, percentages etc.

·       Delivery of Results - A key competency of the role is delivery of results. This is demonstrated by:

1.     Takes responsibility for work and sees it through to the appropriate next level of completion on her own initiative.

2.     Completes work in a timely manner

3.     Adapts quickly to new ways of doing things

4.     Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes. Writes with correct grammar and spelling and draws reasonable conclusions from written instructions

5.     Identifies and appreciates the urgency and importance of different tasks

6.     Demonstrates initiative and flexibility in ensuring work is delivered. Is self-reliant and uses judgment on when to ask manager or colleagues for guidance.

·       Customer Service and Communication Skills - A key competency of this role is demonstrating excellent customer service and communication skills. This is demonstrated by:

1.     Actively listens to others and tries to understand their perspectives/ requirements/ needs Understands the steps or processes that customers must go through and can clearly explain these

2.     Is respectful, courteous and professional, remaining composed, even in challenging circumstances

3.     Can be firm when necessary and communicate with confidence and authority

4.     Communicates clearly and fluently when speaking and in writing

·       Specialist Knowledge, Expertise and Self Development - A key competency of this role is demonstrating specialist knowledge, expertise, and self-development by:

1.     Develops and maintains the skills and expertise required to perform in the role effectively, e.g. relevant technologies, IT systems, spreadsheets, Microsoft Office, relevant policies etc.

2.     Clearly understands the role, objectives and targets and how they fit into the work of the unit

3.     Is committed to self-development and continuously seeks to improve personal performance

·       Drive and Commitment to Public Service Values- A key competency of this role is possessing the drive and commitment to Public Service Values. This is demonstrated by:

1.     Consistently strives to perform at a high level and deliver a quality service

2.     Serves the Government and people of Ireland

3.     Is thorough and conscientious, even if work is routine

4.     Is enthusiastic and resilient, persevering in the face of challenges and setbacks

5.     Is personally honest and trustworthy

6.     At all times, acts with integrity

Person Specification

  • Proficient using Microsoft Office products (Word, Excel, Outlook, PowerPoint).
  • Good interpersonal, verbal, and written communication skills
  • A demonstrable ability to work on own initiative and work collaboratively with a broad range of internal and external stakeholders.
  • Strong organisational skills & attention to detail.
  • A self-starter who can work well on own initiative.
  • Ability to prioritise a heavy workload and work under pressure.

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