Office and Facilities Manager

ROLE OVERVIEW

The Office and Facilities Manager is a key operational role responsible for supporting the effective and seamless management of Screen Ireland’s office environment, with primary responsibility for the Dublin office and coordination of relevant office management activities across the organisation as required. Reporting to the Deputy CEO/Director of Industry Development and International Affairs, the Office and Facilities Manager will manage day-to-day facilities operations, office logistics, workspace planning, supplier relationships and office-related procurement, and will support office moves, refurbishments and workplace improvement projects. The role will also coordinate operational health and safety activities and contribute to business continuity and emergency preparedness arrangements. The Office and Facilities Manager will play an active role in advancing Screen Ireland’s sustainability and ESG objectives. As a member of the Green Team, the postholder will help drive practical ESG and sustainability initiatives across office operations, working in consultation with the ESG Committee and relevant internal stakeholders to translate organisational priorities into tangible workplace actions. The role will contribute to creating an efficient, professional, sustainable, inclusive and welcoming workplace that supports hybrid working, staff wellbeing and a positive employee and visitor experience. The successful candidate will demonstrate initiative, sound judgement, strong organisational capability and a practical, service-focused approach to managing multiple operational priorities.

FUNCTION OVERVIEW

The Office Management function at Fís Éireann/Screen Ireland provides a central operational support service, ensuring the effective, safe and efficient running of the organisation’s office environments and front-of-house services. The function supports the day-to-day management of facilities, reception services, office logistics, workspace and space planning, supplier relationships, office-related procurement and general workplace operations, providing a professional and responsive service to staff, stakeholders and visitors. The function has responsibility for the effective operation of Reception and front-of-house services, including the supervision and support of the Receptionist, maintaining appropriate service and visitor experience standards, coordinating reception coverage and providing reception cover where required to ensure continuity of service. Working collaboratively across the organisation, Office Management coordinates workplace requirements with relevant teams, including Human Resources, Finance and IT, and supports the delivery of office moves, refurbishments, workplace improvements and other operational projects. The function also plays an important coordinating role in workplace health and safety, emergency preparedness and business continuity arrangements. Sustainability is an important element of the function. Through active participation in Screen Ireland’s Green Team, and in consultation with the ESG Committee and relevant stakeholders, Office Management supports the implementation of practical ESG and environmental initiatives across office operations, including sustainable procurement, energy and resource efficiency, waste reduction and staff awareness. Through effective planning, coordination, responsive service delivery and continuous improvement, the Office Management function contributes to a safe, sustainable, accessible, inclusive and professionally managed workplace, supporting organisational effectiveness and a positive experience for employees, visitors and external stakeholders.

JOB GRADE / REPORTING LINE

It is anticipated that in order to have the required skills and competencies, the Executive Officer post will be at the First Point level.

REPORTING LINE(S)

This role will report directly to the Deputy CEO/Director of Industry Development and International Affairs. The role will work with internal stakeholders to ensure effective coordination, communication, and delivery of executive priorities. Reporting arrangements may be reviewed periodically to reflect organisational needs.

KEY RESPONSIBILITIES

Office Operations & Facilities Management

• Act as the central point of contact for day-to-day office and facilities-related queries, ensuring issues are resolved promptly and escalated where appropriate.
• Maintain appropriate office operating procedures, facilities records, supplier information and key operational documentation.
• Coordinate access arrangements, keys/passes and relevant building security arrangements.
• Coordinate workplace requirements for new starters and leavers with HR and IT, ensuring an effective and consistent employee experience.
• Monitor the effectiveness and utilisation of office facilities and recommend practical improvements to the workplace environment.
• Coordinate office signage, accessibility requirements and general presentation standards across the workplace.
• Support arrangements for visitors, external stakeholders and organisational events hosted within Screen Ireland offices.
• Supervise and support the Receptionist, including allocation of work, day-to-day guidance and oversight of front-of-house service standards.
• Coordinate reception coverage and provide reception/front-of-house cover as required, including during periods of leave, absence or operational demand, to ensure continuity of service.

Sustainability & Environmental Management 

• Act as an active member of Screen Ireland’s Green Team, supporting and driving practical sustainability and ESG initiatives across office operations.
• Work in consultation with the ESG Committee and relevant internal stakeholders to implement agreed ESG and sustainability priorities within the workplace.
• Translate organisational sustainability objectives into practical office-based initiatives relating to areas such as energy efficiency, waste reduction, recycling, sustainable procurement, resource use and staff awareness.
• Coordinate Green Team activities and support the development and delivery of annual workplace sustainability initiatives and campaigns.
• Gather and maintain relevant operational information and data to support ESG monitoring, measurement and organisational reporting requirements.
• Monitor progress against agreed office sustainability actions and identify opportunities for continuous improvement.
• Promote staff awareness and participation in sustainability initiatives and encourage environmentally responsible workplace practices.
• Ensure sustainability considerations are incorporated, where appropriate, into facilities management, office projects, procurement and supplier engagement.

Health, Safety & Wellbeing

• Maintain relevant health and safety records and coordinate workplace risk assessments and follow-up actions in conjunction with relevant internal and external stakeholders.
• Coordinate first-aid, fire warden and emergency preparedness arrangements and maintain appropriate records.
• Support the maintenance and testing of office-related business continuity and emergency response arrangements.
• Escalate identified workplace risks, facilities issues or compliance concerns appropriately and monitor agreed corrective actions through to completion.

Procurement & Supplier Management

• Lead procurement activities for office-related goods and services, ensuring alignment with procurement policies, cost-effectiveness, quality standards, and relevant sustainability considerations.
• Maintain and review supplier relationships and contracts for quality and service effectiveness.
• Coordinate procurement planning for office moves, facilities upgrades, and equipment needs.
• Monitor supplier performance against agreed service standards and address service issues in a timely manner.
• Maintain a schedule of office-related contracts, renewal dates and service agreements, escalating upcoming requirements to ensure continuity of service.
• Support value-for-money reviews and identify opportunities for operational efficiencies and cost savings.

Executive Assistance & Administration

• Provide administrative and coordination support to the Deputy CEO/Director of Industry Development and International Affairs as required, including meeting coordination, travel arrangements, documentation and other confidential administrative activities.
• Respond to stakeholders and client queries via email and phone on behalf of the Director of Industry Development and International Affairs where appropriate.
• Support the planning and delivery of internal and offsite meetings or visits.
• Create and maintain management reports and perform data analysis as required.

Communications & Engagement

• Support internal communications by updating office screens and issuing internal email communications as required.
• Assist with the planning and coordination of staff activities as part of Screen Ireland’s wellness programme and charity initiatives.

Budget & Financial Administration

• Manage the day-to-day office budget and petty cash.
• Ensure accurate tracking of expenses and budgetary planning for office needs, facilities, projects, and sustainability initiatives.

General Duties

• Maintain a flexible and proactive approach to supporting evolving organisational needs.
• Undertake additional duties as required in response to agency-wide priorities.

KEY REQUIREMENTS ESSENTIAL

• Relevant experience in office management, facilities coordination, workplace operations or a comparable administrative/operational role, with responsibility for coordinating a range of day-to-day services and priorities.
• Experience of managing or coordinating facilities and office services, including dealing with suppliers, contractors, maintenance requirements, office equipment and workplace-related issues.
• Experience of supervising, supporting or coordinating the work of others, with the ability to provide day-to-day direction, allocate work and maintain effective service standards.
• Strong organisational and planning skills, with demonstrated ability to manage multiple priorities, deadlines and operational requirements in a busy and changing environment.
• Experience of supplier, procurement and/or budget administration, including obtaining quotations, monitoring expenditure, maintaining accurate records and supporting value-for-money decision-making.
• Strong interpersonal and stakeholder management skills, with the ability to develop effective working relationships with colleagues, senior management, suppliers, contractors and external stakeholders.
• Excellent written and verbal communication skills, with the ability to communicate professionally and appropriately with a wide range of internal and external stakeholders.
• Strong problem-solving skills and sound judgement, with the ability to take ownership of operational issues, identify appropriate solutions and escalate matters where required.
• A good working knowledge of standard digital workplace and Microsoft Office applications, with the ability to maintain accurate records, documentation, reports and operational information.
• A strong commitment to customer service and professional front-of-house standards, with the flexibility to provide reception/front-of-house cover when required to ensure continuity of service.
• An understanding of the importance of health and safety, accessibility, sustainability and inclusive workplace practices within an office environment.
• A proactive, flexible and service-focused approach, with the ability to work independently while collaborating effectively across teams.

KEY SKILLS - PAS CAPABILITY FRAMEWORK

In accordance with the 

, candidates will undergo assessment and interviews focusing on the following 

Core Capabilities: 

• Building Future Readiness
• Evidence-Informed Delivery
• Leading and Empowering
• Communicating and Collaborating

 *Accessible Plaintext of the Capability Framework for the various public sector grades is available at: 

1. Core Capability: Building Future Readiness

The postholder will demonstrate adaptability, innovation, and strategic awareness in anticipating and responding to change. They will confidently embrace digital tools and emerging technologies to enhance efficiency and impact, remain alert to sectoral and organisational developments, and translate insights into practical actions. A commitment to continuous learning and knowledge sharing will support both individual growth and the organisation’s long-term resilience. 

2. Core Capability: Evidence-Informed Delivery

The postholder will make sound, evidence-based decisions that support effective planning and measurable outcomes. They will use research, data, and analysis to inform recommendations, apply critical thinking and judgement in problem-solving, and monitor progress against objectives. A strong results orientation and commitment to continuous improvement will ensure the delivery of high-quality outputs that align with organisational priorities. 

3. Core Capability: Leading & Empowering

At this level, leadership is demonstrated through ownership, initiative, and collaboration. The postholder will take accountability for achieving agreed objectives, support and guide colleagues to perform effectively, and foster a positive, inclusive, and respectful team culture. By modelling professionalism and working collaboratively across functions, they will help achieve shared goals and organisational success. 

4. Core Capability: Communicating & Collaborating

Effective communication and collaboration are central to this role. The postholder will communicate clearly, confidently, and professionally in all formats, tailoring their approach to different audiences. They will build strong, productive relationships with colleagues and stakeholders, contribute actively to team discussions, and use tact, diplomacy, and influence to achieve outcomes and maintain constructive working relationships. 

5. Core Capability: Equality, Diversity and Inclusion 

The postholder will actively promote and apply equality, diversity, and inclusion principles in all aspects of their work. They will foster a culture of respect, fairness, and belonging, ensuring inclusive communication and equitable participation in organisational processes. Through awareness, learning, and role modelling, they will contribute to a workplace where diverse perspectives are valued and where Screen Ireland’s commitment to inclusive practice is consistently upheld.

DESIRABLE ATTRIBUTES

• Experience of coordinating office moves, refurbishments, fit-outs, space planning or workplace improvement projects.
• Experience of supervising or managing a reception, front-of-house or administrative support service.
• Experience or knowledge of public sector procurement, governance or financial administration requirements.
• Experience of supporting health and safety, emergency preparedness, business continuity or workplace risk management activities.
• Experience of contributing to environmental, sustainability or ESG initiatives, including participation in a Green Team or similar workplace sustainability programme.
• Experience of gathering operational data, monitoring actions or contributing to ESG, sustainability, facilities or management reporting.
• Experience of coordinating corporate meetings, events, stakeholder visits or hospitality arrangements.
• An understanding of, or interest in, the Irish screen industry, arts or wider cultural sector.
• Proficiency in the Irish language.

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ROLE DETAILS AND TERMS

ROLE DETAILS AND TERMS

• This position is at the Executive Officer level and is remunerated at €38,803 per annum. This role will be filled in line with Public Pay Policy at the first point of this Salary Scale unless the successful candidate is appointed from an existing public sector role. Application of 1 June 2026 pay adjustments.
• This is a full-time, permanent position.
• The successful candidate will be required to sign the Screen Ireland Code of Conduct.
• The role will have a 6-month probation period.
• The person will report directly to the Deputy CEO/Director of Industry Development and International Affairs.
• The post will be based in Dublin.
• Annual leave (excluding bank holidays) of 23 days.
• Start Date as soon as possible.

ELIGIBILITY TO COMPETE & CERTAIN RESTRICTIONS ON ELIGIBILITY

Citizenship Requirement Eligible candidates must be: 

• A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; 
• A citizen of the United Kingdom (UK); 
• A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or A non-EEA citizen who has a stamp 4 visa1 or a stamp 5 visa.

To qualify, candidates must be eligible by the date of any job offer.

SELECTION PROCESS

The selection process for roles within Screen Ireland may include one or more of the following stages:

• Shortlisting of candidates based on the information provided in their application (CV and cover letter).
• Written exercise or assessment, which may take place online or in person.
• Presentation or other role-relevant exercises.
• Interview(s), conducted either online or in person.
• Work sample or other tests/assessments as deemed appropriate for the position.

 Candidates invited to participate in any stage of the process will be provided with full details in advance. It is the responsibility of applicants to ensure that their contact details are accurate and up to date. If you are invited to an interview or assessment and are unable to attend at the specified time, it may not be possible to reschedule, and your application may be deemed withdrawn from the competition.

A panel of successful candidates may be established and retained for a period of up to one year from the date of appointment. Upon expiry of the panel, any subsequent vacancies will be readvertised in accordance with Screen Irelands Recruitment policies and procedures.

GUIDANCE FOR APPLICANTS

To ensure fairness and consistency, all candidates are advised to structure their application and interview responses using the 

STAR method:

• S – Situation: Outline the background or context.
• T – Task: Explain the challenge or responsibility you faced.
• A – Action: Describe the specific steps you took.
• R – Result: Share the outcome, learning, or impact.

 During the selection process, candidates will be assessed against the Core Capabilities outlined in the 

 for the relevant grade. We strongly encourage applicants to:

• Refer to the relevant grade capabilities when preparing examples.
• Choose clear, specific examples that demonstrate how their experience meets the capability requirements.
• Reflect both technical/professional expertise and behavioural competencies in their responses

CONFIDENTIALITY / DATA PROTECTION

Subject to the provisions of the Freedom of Information Act 2014, applications will be treated with the strictest confidence.

BENEFITS AT SCREEN IRELAND

• Maternity/Adoptive Leave pay. 
• Paternity Leave pay. 
• Parental and Parent’s Leave 
• Paid Sick leave 
• Bereavement and Compassionate Leave 
• Study and Exam Leave 
• Hybrid Working (subject to role) 

• Professional Membership Fees 
• Educational Assistance 
• Contributory Pension 
• Employee Assistance Programme 
• Marriage Leave 
• Taxsaver 
• Bike to Work Scheme