Office Administrator

Blended / Agile / Remote Working:

Blended: While based in Galway, this is a hybrid role that also involves some travel. Please note that WSI has a Hybrid Working Policy that allows you to apply to work from home up to three days and in the office for a minimum of 2 days a week. Training will be in the office for the first week, and then as required.

Annual Leave: 22 days. This allowance is subject to the usual conditions regarding the granting of annual leave, is based on a five-day week and is exclusive of the usual public holidays.

The Role

The Office Administrator role offers an exciting opportunity to contribute to the effective day-to-day operations of the organisation, providing administrative support, maintaining efficient systems and processes, and delivering a high standard of service to colleagues and stakeholders. We are seeking a motivated, organised, and proactive individual who can work effectively in a dynamic environment and demonstrate strong communication, organisational, and administrative skills.

Key Responsibilities (Please note this list is not definitive nor exhaustive)

• Database Administration: maintenance of multiple databases with a focus on data integrity, including data entry and systematic cleanup of inaccurate or duplicate records.

• Shared ownership of Course Registration process.

• Administration of Franchisee membership process.

• General Administration, to include, but not limited to, liaising with external stakeholders to ensure certificates, orders and membership requests are fulfilled in a timely manner.

• Support the Garda Vetting Liaison team with Garda Vetting applications on an ad hoc basis.

• Monitor WSI’s public phone number and general enquiries email account during business hours and ensure queries are dealt with promptly, directing queries to relevant parties where required.

• Deal with all customer queries, concerns or complaints in a prompt, courteous and professional manner.

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

• Ensure all files, communication materials, and documentation relevant to role are clear, concise and easily accessible to all relevant stakeholders.

• Assist the Senior Office Administrator in collating data for internal and external reporting.

• Assist the Senior Office Administrator with ad hoc tasks, as required by the organisation.

• Assist other team members, Council members and volunteers in other administrative tasks as required.

• Reflect the values of WSI and Public Service in every aspect of your role.

• 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.

• Minimum required hours must be met each week, (currently 35). CO must accurately clock in and out for all attendance on the employee portal and adhere to all employee legislative and health and safety requirements.

Qualifications and Experience

Candidates must, on or before the closing date, be able to demonstrate and verify that they meet the following criteria:

a. Essential Criteria

• Evidence of a minimum of 2 years relevant work experience in line with the Clerical Officer capabilities.

• Highly organised, with excellent time management skills along with strong attention to detail; ability to manage multiple projects simultaneously.

• Excellent interpersonal, verbal, and written communication skills.

• Experience recording, collating, and reporting data and figures in various formats.

• Proficient use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• A demonstrable ability to work on own initiative and work collaboratively with a broad range of internal and external stakeholders.

b. Desired Criteria

• A Third Level qualification in a Business or other relevant field.

• Ability to prioritise a heavy workload and work under pressure.

• Experience in administration of multiples databases would be a distinct advantage.

Garda Vetting and References

The successful candidate may be subject to Garda Vetting Procedures in line with the provisions of the National Vetting Bureau (Children & Vulnerable Persons) Act 2012 to 2016 as appropriate in advance of appointment. The appointment of any successful candidate will be subject to receipt of references which are satisfactory.

Capability Framework

In particular, applicants must establish within their application that they possess the qualities, skills and knowledge required for the role of Office Administrator, Clerical Officer Level, as identified by the Public Sector Capability Framework, which can be found here: Clerical Officer (Also see Appendix 1).

These are:

• Building future readiness

- Digital focus, innovation and upskilling for the future.

• Evidence-informed delivery

• Delivering excellence.

• Managing information, problems and decisions.

• Communicating and collaborating

• Collaboration, teamwork and building relationships.

• Effective communication.

• Listening, consulting and engaging.

Eligibility to compete and certain restrictions on eligibility

a. Eligible Candidates must be:

i. A citizen of the European Economic Area. The EEA (European Economic Area) consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

ii. A citizen of the United Kingdom (UK); or

iii. A citizen of Switzerland pursuant to the agreement between the EU (European Union) and Switzerland on the free movement of persons; or

iv. A non-EEA citizen who is a spouse or child of an EEA or Swiss citizen and has a stamp 4 visa; or

v. A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State because of family reunification and has a stamp 4 visa; or

vi. A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or Switzerland and has a stamp 4 visa.

To qualify candidates must meet one of the citizenship criteria above by the date of any job offer. Candidates who are not citizens of the aforementioned countries must have the necessary permissions to work in Ireland.

b. Collective Agreement: Redundancy Payments to Public Servants

The Department of Public Expenditure and Reform letter dated 28th June 2012 to Personnel Officers introduced, with effect from 1st June 2012, a Collective Agreement which had been reached between the Department of Public Expenditure and Reform and the Public Services Committee of the ICTU in relation to ex-gratia Redundancy Payments to Public Servants.

It is a condition of the Collective Agreement that persons availing of the agreement will not be eligible for re-employment in the Public Service by any Public Service body (as defined by the Financial Emergency Measures in the Public Interest Acts 2009–2011) for a period of 2 years from termination of the employment. People who availed of this scheme and who may be successful in this competition will have to prove their eligibility (expiry of period of non-eligibility) and the Minister’s consent will have to be secured prior to employment by any Public Service body.

c. Incentivised Scheme for Early Retirement (ISER)

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees under that Scheme are not eligible to apply for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

d. Department of Education and Skills Early Retirement Scheme for Teachers Circular

It is a condition of the Early Retirement Scheme that with the exception of the situations set out in paragraphs 10.2 and 10.3 of the relevant circular documentation, and with those exceptions only, if a teacher accepts early retirement under Strands 1, 2 or 3 of this scheme and is subsequently employed in any capacity in any area of the public sector, payment of pension to that person under the scheme will immediately cease. Pension payments will, however, be resumed on the ceasing of such employment or on the person's 60th birthday, whichever is the later, but on resumption, the pension will be based on the person's actual reckonable service as a teacher (i.e., the added years previously granted will not be considered in the calculation of the pension payment).

e. Department of Health and Children Circular (7/2010)

The Department of Health Circular 7/2010 dated 1 November 2010 introduced a Targeted Voluntary Early Retirement (VER) Scheme and Voluntary Redundancy Schemes (VRS). It is a condition of the VER scheme that persons availing of the scheme will not be eligible for reemployment in the public health sector or in the wider Public Service or in a body wholly or mainly funded from public moneys. The same prohibition on re-employment applies under the VRS, except that the prohibition is for a period of 7 years. People who availed of either of these schemes are not eligible to compete in this competition.

f. Department of Environment, Community & Local Government

The Department of Environment, Community & Local Government Circular Letter LG(P) 06/2013 introduced a Voluntary Redundancy Scheme for Local Authorities. In accordance with the terms of the Collective Agreement: Redundancy Payments to Public Servants dated 28 June 2012 as detailed above, it is a specific condition of that VER Scheme that persons will not be eligible for re-employment in any Public Service body [as defined by the Financial Emergency Measures in the Public Interest Acts 2009–2011 and the Public Service Pensions (Single Scheme and Other Provisions) Act 2012] for a period of 2 years from their date of departure under this Scheme. These conditions also apply in the case of engagement/employment on a contract for service basis (either as a contractor or as an employee of a contractor).

g. Declaration

Applicants will be required to declare whether they have previously availed of a Public Service scheme of incentivised early retirement. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.

It is the responsibility of former public or civil servant candidates to ensure their eligibility to apply. Potential candidates who participated in a voluntary severance/redundancy or early retirement programs, received a redundancy payment or are in receipt of a public sector pension, should familiarise themselves with their individual conditions pertaining to public sector re-employment and declare same if applying.

Salary

Entry will be at the minimum of the scale and increments may be awarded subject to satisfactory performance and to changes in the terms and conditions relating to salary increments in the Civil/Public Service generally. The rate of remuneration may be adjusted from time to time in line with Government pay policy.

PPC (Personal Pension Contribution) Scale (for officers who are existing civil or public servants appointed on or after 6 April 1995 or who are new entrants to the civil or public service and who are making a compulsory personal pension contribution).

The annual salary scale for this position is as follows:

CLERICAL OFFICER STANDARD SCALE - PPC

€31,921 €33,679 €34,126 €34,997 €36,282 €37,566 €38,849 €39,783 €40,843 €42,072 €42,938 €44,156 €45,366 €47,254 €48,738¹ €50,030²

¹ After 3 years satisfactory service at the maximum

² After 6 years satisfactory service at the maximum

A different rate will apply where the appointee is a civil or public servant recruited before 6th April 1995 and who is not required to make a Personal Pension Contribution. Other pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant. Subject to satisfactory performance increments may be payable in line with current Government policy.

Payment will be made fortnightly in arrears by electronic funds transfer to a bank account of your choice. Please note that payment cannot be made until Bank details are supplied. Statutory deductions from salary will be made as appropriate.

Important Note

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.